Introduction
As a Custom Software Development Company, Stermedia was entrusted with building a secure, scalable, and future-ready Robotic Process Automation (RPA) environment for the City of Warsaw. The goal of the project was to automate the processing of thousands of waste declarations (DO-1) each month, while meeting the strictest GDPR requirements. The solution combined Blue Prism, Decipher IDP, and a robust infrastructure designed to ensure data security, efficiency, and flexibility.
The Challenge: Secure and Efficient Document Processing at Scale
The Warsaw City Hall faced the challenge of handling a massive volume of waste declarations, submitted by residents across multiple districts in both paper and electronic form (ePUAP). Previously, data entry was manual, which:
- Consumed significant staff time and caused bottlenecks,
- Created risk of errors in the municipal SignUM system,
- Required careful verification of personal data such as PESEL, addresses, and tax identifiers,
- Made compliance with GDPR and local data protection standards difficult,
- Struggled with heterogeneous input quality (scans, handwritten notes, inconsistent formats).
Additionally, the City needed a dedicated, closed IT environment that would isolate RPA processes from the internet, limit user access by the principle of least privilege, and support dozens of districts through a unified infrastructure.
The Solution: Custom Software Development Company in Action
Stermedia designed and implemented a complete RPA ecosystem based on Blue Prism and Decipher IDP, including both production (PROD) and test/dev (TEST) environments.
Key components and steps included:
- Infrastructure setup – dedicated servers for application, runtime, and database roles; VPN-based access; separate environments for development and production; isolated network with restricted access to only required services (e.g., SignUM, CEIDG, KRS).
- Document processing pipeline – Decipher automatically classifies waste declaration forms (DZ, ZA, ZB, ZC), removes redundant pages, extracts data fields, and submits them for human verification only where necessary.
- Automation in Blue Prism – processes such as Decipher – Push Documents, Get Verified Documents, and Trash Declarations ensured seamless integration of scanned/ePUAP forms into SignUM.
- Security and GDPR compliance – accounts managed through Active Directory, strict user roles (developers, administrators, district clerks), encryption of data at rest and in transit, detailed logging and monitoring of robot activity.
- User enablement – training and instructions for district employees, clear test scenarios, and handover documentation ensured adoption across the city’s administration.
The solution was delivered iteratively using Agile, with continuous input from City Hall staff, extensive testing, and fine-tuning of workflows before production rollout.
Results: Automation, Security, and Scalability for the Future
The implementation delivered measurable results for the City of Warsaw:
- Full automation of DO-1 waste declarations – from scanning and classification to verified entry into the SignUM system. Robots work 24/7, checking every five minutes for new submissions.
- Massive time savings and workload reduction – thousands of forms processed automatically each month, freeing staff from repetitive manual data entry.
- Error reduction and improved data quality – consistent validation rules lowered the risk of incorrect records in city systems.
- Regulation-compliant environment – fully aligned with GDPR, with risk analysis, role-based access, VPN-only entry points, and isolation from public networks.
- Flexible and scalable architecture – modular design enables easy addition of new processes or district integrations without disrupting existing workflows.
Why Blue Prism and Decipher?
Blue Prism provided an enterprise-grade digital workforce, simulating user actions without requiring changes to existing systems. Decipher IDP enhanced the pipeline by applying OCR and machine learning to classify and extract data from complex, semi-structured documents. Together, they formed a powerful combination that turned a fragmented, manual process into a secure, automated system.
Conclusion: The Value of a Custom Software Development Company
This project illustrates how a Custom Software Development Company can deliver real transformation in public administration. By combining RPA, IDP, and robust infrastructure, Stermedia enabled Warsaw City Hall to process sensitive citizen data faster, safer, and at scale. The solution not only solved an immediate operational challenge but also laid the foundation for future automation initiatives across the city.
Further Information
Learn more about the benefits of Blue Prism (such as improved operational quality and faster process execution) in the official guide What is robotic process automation (RPA).
For additional examples of process automation projects, visit our Case Study section, where we describe solutions delivered by our team. There you will find more insights into how Stermedia supports the public sector and businesses in their digital transformation.
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