Document management problems can be caused by the vast volume of unstructured data that businesses produce each day and even a small level of handling error.

Human data extraction takes longer and increases the possibility of mistakes. Solutions for document management that use artificial intelligence can store and retrieve massive amounts of data in a secure, reliable, and effective manner.

AI document management (such as Keepler’s UDI solution) technologies are revolutionising how businesses run. They are necessary to guarantee that company employees are using the most recent and pertinent data available. Additionally, it saves your employees important time that they would otherwise spend processing and organising data from documents.

According to a recent Accenture study, artificial intelligence can increase employee productivity by up to 40% and help them manage their time more accurately and effectively.

We discuss various ways that AI might benefit your company in this article.

Automates the processing of documents

Every day, organisations generate enormous amounts of data. It is anticipated that new legislation from countries like Japan, Belgium, Spain, Australia, Germany, Slovakia, Romania, the Philippines, and more will be confirmed in 2022. It is anticipated that China’s legal system would likewise continue to develop. As always, our internal Regulatory Affairs staff is kept busy keeping us and our clients informed.

The majority of multinational corporations operate in many of these markets, if not all of them, and it is impossible to deal with the deluge of regulations and standards on one’s own. We also need to include other paperwork, such as contracts and different internal order forms. These papers have unstructured data and are constantly expanding in volume. They also frequently alter over time.

Different document kinds can be identified, categorised, separated, and classified in labour-intensive ways. When sorting through a bigger number of documents to classify, it’s simple to make mistakes because there are rules and categories to consider.

Provides unstructured data with structure

Any data that is present in emails, files, PDFs, or documents is considered unstructured data. According to Gartner analysts, 80%of the data in enterprises is unstructured. Prior to the invention of spreadsheets, users had to sift through these to extract and arrange information.

By being able to interpret data effectively and comprehend context, AI raises the bar for data extraction. It enables the automated generation of structured data by enabling not only the parsing of the text that is included in the document but also the capturing of relationships between different fields and text.

Assures the accuracy and compliance of your data

The AI document management system notifies users of data inaccuracies. Cross-department reconciliation tasks can be created and carried out by users using automated workflows that are deployable and simple to monitor.

For significant papers, audit trails can be made. Keep a record of each transaction, activity, or workflow’s data validation, corrections, discrepancies, and approvals.

Facilitates stronger data security 

A “need to know” basis should be used to access sensitive data. Many of the current cyberthreats originate from within jobs, either intentionally or unintentionally, according to a cybersecurity study. AI has the potential to be a potent weapon against any danger.

They may overcome this obstacle and reduce the risk of data leakage by evaluating security regulations, raising user accountability, and spotting inner and external threats early on by combining deep visibility into structured data access with user behaviour analytics.

This is crucial since laws like the General Data Protection Regulation (GDPR) expose organisations to severe fines in the event that customer data is compromised.

Speeds up business operations

AI and machine learning can speed up better business decisions, whether it’s processing insurance claims or analysing data to find new business growth trends.

Automated document processing makes it possible to quickly access accurate, high-quality data while saving personnel from spending hours searching through data. Employees will be able to use the data much more quickly as a result.

Enables effective decision-making

The improvement in decision-making is one of artificial intelligence’s most significant contributions to document management. AI offers in-depth analysis of recorded data, facilitating a better comprehension of the situation and enhancing the capacity for decision-making.

To make decisions quickly and accurately, a variety of AI approaches, including predictive analysis and data visualisation, are very important. These methods prevent input errors, safeguard files, reduce data redundancy, and offer helpful information for making decisions.

Brings fresh business perspectives

You may maximise the functionality of both systems, gain superior business insights, and increase return on investment (ROI) by combining a document management system with a business intelligence tool.

For instance, recruiters may examine resumes to look for keywords connected to successful candidates employed in the past or in accordance with predetermined guidelines. Based on the results, they might give priority to applicants who match such keywords to lessen the effectiveness of the hiring process.

AI document management is essential for today’s enterprises.

Many companies all around the world are quickly implementing AI for document management. The essay shows how the benefits of faster and safer data extraction, analysis, and decision-making considerably increase the effectiveness of document management.

By automating routine processes, AI document management contributes to the creation of a smart workplace. It not only protects private information but also delivers desired information whenever or wherever it is required.

That is what Keepler’s UDI solution does, it  speeds up the creation of data products.

By combining one or more extraction models with business logic (such as rules, data enrichment from other sources), it extracts information and insights from unstructured data in multiple formats and from numerous sources. As a result, processed data is transformed into pertinent and useful information for decision-making.


Image: Freepik

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Technical Writer at Keepler. "I've been a technical writer and instructional designer for different industries for a decade now and I still haven't stopped learning. When I'm not reading and writing about new methodologies you can find me writing science fiction."

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