Reduced research time from weeks to minutes by transforming 20M+ legacy records into searchable intelligence
Modernized 100 years of historical data, including complex handwritten filings, into an accessible digital repository
Delivers 24/7 bilingual resident support with Gemini-powered AI agents that increased team capacity 10x
Launched a Notary Learning Management System (LMS) that provides AI-powered training to over 50,000 state-wide professionals
Earned the 2025 Government Technology Award for “Best Application Serving the Public at the State Level.”
The Indiana Secretary of State (SOS) partnered with Google Public Sector to transform 20M+ records into living intelligence, launch bilingual AI agents, and deploy an award-winning LMS for 50k+ statewide notaries. Using Gemini models, Indiana SOS is revolutionizing resident services and support.
The Indiana Secretary of State (SOS) partnered with Google Public Sector to transform 20M+ records into living intelligence, launch bilingual AI agents, and deploy an award-winning LMS for 50k+ statewide notaries. Using Gemini models, Indiana SOS is revolutionizing resident services and support.
Turning a century of history into the state’s data-driven future
For over a century, the Indiana SOS has served as the steward of the state’s economic history, managing a massive repository of 20 million records. These 10+ terabytes of historical archives—spanning handwritten business entity registration forms from the 1900s to modern electronic documents—represented a significant challenge: they were digitized but locked up in static formats and largely inaccessible. Traditional keyword searches were insufficient for documents where context was fragmented across decades of microfilm.
Under the Captain Record initiative, Indiana SOS moved away from retrofitting legacy systems, and instead adopted a cloud-first strategy to turn their archives into living intelligence. In collaboration with Google Public Sector and partners mavQ, and Venturit, they leveraged Gemini models and Vertex AI Platform to build mission-critical tools. By integrating Google AI models like Veo and AI platform tooling through Vertex AI, the state can now reason across its entire historical archive, interpreting everything from 100-year-old handwriting to image-based scans.
To manage this massive undertaking, Indiana SOS utilizes BigQuery as a centralized data warehouse to orchestrate and monitor the ingestion of 20 million legacy records. By replacing rigid keyword searches with plain-language discovery, agency staff can now locate critical information in minutes that previously took weeks or months.
BigQuery acts as the central nervous system, providing a single-pane-of-glass view for executive leadership. These real-time analytics provide insight into document processing and metadata accuracy and ensure total data integrity and project velocity, allowing the IT office to focus on mission-critical logic rather than infrastructure maintenance.
Technology is no longer support; it is strategy. Our data is one of our most valuable assets. By using Google’s AI tools, we are turning static archives into living intelligence that allows us to better serve the public.
Robert Fulk
Chief Information Officer, Indiana Secretary of State
Scaling accessibility with virtual agents and a personalized training platform
The Indiana Secretary of State’s modernization isn’t defined by a single tool, but by a series of strategic workstreams that have fundamentally changed how the state operates for its residents.
With the intelligent data foundation of Captain Record in place, Indiana SOS turned its attention to the resident experience by deploying two specialized AI agents, Liz and Otto. Moving far beyond the limitations of traditional decision-tree bots, these secure-by-design agents provide intuitive, conversational support in both English and Spanish.
On the INBiz portal, Liz guides entrepreneurs through the complexities of tax registration and entity reporting to ensure businesses remain in good standing. Meanwhile, Otto supports the Auto Dealer Services division, assisting dealers with licensing and helping consumers navigate dealer searches and complaint filings.
Our vision is orchestration. By coordinating virtual agents, embedded AI, and human support tools, we create a unified experience that reduces friction for constituents. We are leveraging AI in a governed, protected way to ensure public progress.
Nate Odle
INBiz and Product Portfolio Director, Indiana Secretary of State
Because these agents are grounded strictly in curated state data and legislative requirements, they provide a level of reliability and equity that was previously impossible to achieve at scale.
To better serve notaries, Indiana SOS built the Notary Education Learning Management System (LMS), a first-of-its-kind solution built on Google Kubernetes Engine (GKE). If Captain Record is the “brain” (the deep institutional memory and data), the LMS is the “teacher” (the outward-facing educational tool).
Designed to support 50,000 Indiana-based notaries, the platform replaced dense, static manuals with interactive micro-learning modules, featuring AI-generated actors and segmented infographics. This focus on high-retention, accessible training earned the office national recognition, receiving the 2025 “Best Application Serving the Public at the State Level” award from Government Technology.
Protecting public trust through secure-by-design innovation
A cornerstone of Indiana SOS’s modernization is the commitment to Zero Trust security principles. In the public sector, innovation cannot come at the expense of security. Indiana SOS ensured that all AI workflows, including data redaction and archival retrieval, run entirely within a secure Google Cloud environment where data remains private and encrypted, never informing public models.
The agency achieved a staggering 91% alignment with NIST SP 800-53r5 standards, a performance-based benchmark that has evolved into the global gold standard for data privacy. This was made possible by Indiana’s secure-by-design architecture, which leverages Wiz—now part of the Google Cloud security portfolio—to provide continuous, full-stack visibility and proactive risk management. By integrating these advanced security layers directly into their infrastructure, Indiana SOS has hardened its systems against modern threats with a proactive posture that exceeds both state and national requirements.
The success of its portals, agents, and learning system is only the beginning. Indiana SOS is already preparing for the next phase of this journey: Agentic Licensing. This transition moves AI from a supportive role into an active, operational one. In this phase, AI agents will review licensing materials—verifying data integrity and compliance—to provide instant approval recommendations to staff. By evolving from chatting to doing, the agency aims to slash administrative processing times from days to minutes across all divisions.
Indiana is redefining the relationship between the state and its constituents. By weaving Gemini into the fabric of its operations—from the award-winning Notary Education LMS to the intuitive Liz and Otto agents—the Secretary of State’s office has shifted the focus from paperwork to people. As the agency moves toward an agentic future, it continues to set the standard for a government that is not only faster and more secure but fundamentally more accessible.
Innovation and cybersecurity are not competing priorities; they must advance together. We are using Google’s secure-by-design infrastructure to meet our unique mission needs while maintaining complete control over our data. This ensures we remain a trusted partner to the citizens we serve.
Chris Duncan
IT Director, Indiana Secretary of State
As one of Indiana’s five constitutional offices, the Secretary of State serves as the steward of the state’s economic and archival history. The office oversees four critical divisions—Business Services, Elections, Securities, and Auto Dealer Services—ranging from chartering new enterprises to commissioning notaries. Dedicated to government-as-a-service, the office focuses on delivering efficient, high-integrity regulatory and constituent support for all Hoosiers.
Industry: Government
Location: United States
Products: Gemini, Vertex AI, Google Kubernetes Engine (GKE), BigQuery, Google Cloud Storage, Cloud Run, Veo
About Google Cloud partner—mavQ
mavQ is a cloud agnostic AI-powered process automation platform that empowers your business with day 1 value. It is designed to automate, orchestrate, and optimize end-to-end document and human workflows without disrupting existing systems.
About Google Cloud partner—Venturit
For over fourteen years, Venturit has specialized in building innovative and smart applications using AI, Machine Learning, Blockchain, and IoT. They create dynamic products that fulfill the requirements envisioned by clients while their software delivery process optimizes speed and quality control.
