Digital Transformation Takes Center Stage at SACEPO’s Autumn Meeting

Digital transformation was prominent during the recent autumn meeting of the Working Party on Rules, part of the Standing Advisory Committee before the European Patent Office (SACEPO). Held on October 7, 2025, the discussions revolved around various initiatives aimed at achieving a fully paperless patent granting process by 2027. This transformational vision was coupled with talks on the implementation of Boards of Appeal case law, the role of artificial intelligence (AI), and the convergence of practices within the patent system. Here’s a closer look at the salient points discussed during this impactful meeting.

Moving Towards a Paperless Patent Granting Process by 2027

One of the key highlights of the meeting was a robust discussion regarding the planned amendments to the European Patent Convention (EPC) Rules. As part of the push for a fully paperless patent granting process (PGP) set to be implemented by April 2027, the SACEPO members explored various digitalization goals. The plans included essential modifications in the second basket of legal changes focusing on aspects like color drawings, the rollout of DOCX as a filing format, and the enhancement of the file inspection framework.

Specific amendments are set to affect Rules 2, 125–129, and 134 EPC, which govern electronic filing and notifications. Members positively engaged in dialogue, presenting proposals to address areas like third-party observations filed on paper and the evolving functionalities of the Mailbox. Notably, this digital platform now boasts over 10,000 users and is continually refined to cater to the users’ shifting needs.

Important Referrals to the Enlarged Board of Appeal

On another front, SACEPO members discussed the ongoing examination and opposition proceedings at the European Patent Office (EPO), particularly in light of referral G1/25, dubbed “Hydroponics.” This case raises questions about whether the EPC necessitates adjusting the description to match the claims. Meanwhile, examining and opposition divisions will adhere to the current Guidelines for Examination in the EPO while awaiting clarity on this pivotal issue.

The EPO also shared important updates regarding the expected implementation of decisions recently issued by the Enlarged Board of Appeal in G1/23 and G1/24, outlining steps and timelines for their effective execution. This transparent communication is crucial for engaging stakeholders and ensuring a seamless transition in practices.

Leveraging AI to Enhance Oral Proceedings

User interest in technological advancements has been strong, leading to discussions on the EPO’s pilot program utilizing AI to assist in drafting minutes of oral proceedings. Members expressed their enthusiasm for this innovative approach, underscoring the Office’s commitment to providing a human-centric and structured process. Assurances about data security were also provided, addressing common concerns related to adopting AI in legal and procedural contexts.

Progress on the Convergence of Practice Initiative

Throughout the meeting, SACEPO members received updates on the progress made under the convergence of practice program. Recent efforts have been concentrated on establishing common guidelines in critical areas such as “broad claims” and “double patenting.” Additionally, the committee examined new topics proposed for the third convergence cycle, spanning from 2026 to 2028. This initiative seeks to promote consistency and clarity across member states, ultimately benefiting applicants and enhancing the overall efficiency of the patent system.

Engaging with User Feedback Channels

It’s worth noting that the EPO highly values user feedback as a foundational element of its ongoing improvement strategies. The SACEPO Working Party on Rules meets biannually to bring together seasoned user representatives and EPO management for collaborative discussions. Sharing insights and advising on initiatives that respond to the evolving needs of applicants is integral to these meetings.

Beyond SACEPO, the EPO also engages with users through various feedback channels, which include user satisfaction surveys carried out by independent research agencies, Stakeholder Quality Assurance Panels, and insights collected from customer service interactions. Each of these touchpoints helps the EPO fine-tune its processes, ensuring they remain aligned with user expectations and market trends.

In summary, the recent SACEPO meeting underscored the EPO’s commitment to digital transformation, the application of AI, and the ongoing refinement of patent processes. These initiatives reflect a forward-thinking approach to enhancing the user experience within the European patent framework.