What if the most transformative innovation in local government wasn’t a shiny new app, but a quiet shift in how we handle the mundane? At Southwark Council, we’ve been exploring just that, we’re using AI (Artificial Intelligence) not to dazzle, but to unblock the team from the grind of manual copy and pasting from PDFs into HTML publishing. The AI PDF Importer project began as a response to a simple but persistent challenge; how can we reclaim time and energy spent on repetitive tasks and redirect it toward meaningful public service?

The problem we refused to tolerate

Every week, members of the content team spend hours manually extracting data from PDFs submitted by services to be published online for our residents and other online users. These documents are rich in information but are locked in a format that isn’t fully accessible. The friction was real: slow, error-prone, and demoralising. We knew we could do better.

A strategic leap, not just a technical fix

Rather than treating this as a one-off tech problem, we framed it as a strategic opportunity. The AI PDF Importer wasn’t just about extracting data from documents; it was about rethinking how we interact with data. We aligned the project with our broader digital transformation goals: improving service delivery, enhancing staff wellbeing, and building future-ready capabilities.

We partnered with Chicken and leveraged Local Gov Drupal open-source product to ensure scalability and transparency. The result? 

• A tool that uses AI to extract structured data from PDFs in minutes, not hours. 
• An open-source product that other councils can adopt, adapt, and improve.

Leading with curiosity and courage

Innovation isn’t always glamorous. It takes leadership that’s willing to challenge the status quo, ask uncomfortable questions, and build partnerships across teams. As Web and Digital Programme Lead, I’ve focused on creating space for experimentation while staying grounded in the realities of public service. That means listening deeply, iterating quickly, and celebrating small wins that pave the way for bigger shifts.

This project has been a model example in collaborative innovation, from co-designing with frontline staff to sharing learnings with the Local Gov Drupal Community and beyond. It’s also been a reminder that leadership isn’t about having all the answers; it’s about creating the conditions for others to thrive.

What we’ve learnt and are still learning

• Start with the pain points; the best innovations solve real problems that people care about.
• Open-source is a force multiplier; building in the open has helped us learn and scale more quickly.
• AI needs context. It’s not a magic wand; it’s a tool that works best when guided by people who know the subject well.
• Tech is powerful, but it’s not enough. Real transformation takes trust, curiosity, and a mindset open to change.

What’s next?

I want to explore how this approach can be extended to other document types and workflows. I’m also looking forward to other councils adopting and adapting the tool to their contexts. The vision is clear, a local government ecosystem where we co-create, and staff are empowered to focus on what matters most.

This blog is written by Angie Forson, Web and Digital Programme Lead at Southwark Council.