As the technology is maturing, Artificial Intelligence has potential to disrupt every industry in some ways. Document management is an important aspect of every individual or business’ day to day functioning. AI is going to make document management highly automated and much more efficient & effective. It will make the documents work for you, in 4 key aspects of document management:
Auto Categorization
The first challenge in managing documents is about properly filing them. You need to create a folder structure with proper categorization and naming scheme. This sounds very straight forward but takes a lot of effort and planning to do it properly. AI can do this categorization automatically. An AI engine can differentiate between various documents and catalogue them accordingly. It requires no manual effort from the user other than just uploading the documents.
Document Retrieval
The biggest challenge in document management is to be able to retrieve the document when required. It is linked to the filing step because proper indexing & tagging of the document is important to make it searchable. An AI engine can automatically identify different attributes of the document and store them accordingly. For example, when a user uploads a Driving License, they may in future search for it in personal documents folder or vehicle documents folder or as a text search of “Driving License” etc.. The AI engine will ensure that the document is tagged for all the possible attributes and is searchable by text inside the document. This would make it easy to retrieve any document when required.
Important / Actionable Information Extraction
In all traditional means of storing the documents, be it physical or digital, the valuable information stored in the documents is just lying there unused. There is no way to extract relevant information & make it available proactively for users reference or for taking any action. For example, if the user stores an Insurance document which needs to be renewed on a certain date, the document won’t be able to remind the user about it. It will be dependent on the user to remember that information or store it somewhere separately to get reminded about.
An Artificial Intelligence based system, on the other hand, can automatically understand what information is important, extract it from the document & make it readily available for the user to take necessary actions. An AI based system can truly make “the documents work for the user”.
Regular updating of Documents
Another major aspect of document management is to ensure that the system is updated all the time. All the latest documents need to be filed & non relevant documents to be discarded. This prevents the system getting unnecessary cluttered, making documents search better and keep the costs of storage space in control. The clutter & increasing cost of storage can very quickly go out of hand in today’s world when we have so much digital data being generated everyday.
An Artificial Intelligence powered document management system can track all of it automatically and alert the user to make sure that all the documents are updated. With proper linkages with original document providers, emails & other cloud storage providers, it can even do the updating & discarding automatically for a lot of documents; saving a lot of time and effort for the user.
Everyone wishes to have a better organized life; but the biggest struggle is the effort required to do the above tasks. An AI powered system can take care of all of it and save a lot of time & effort for the users. More importantly, it can give the users mental peace to know that an intelligent system is making sure that you stay organized all the time!
For sneak peek of an Artificial Intelligence Based Document Management System, please visit — Sorted Website
Image Courtesy
https://miuros.com/categorization-whitepaper/
http://inmyownterms.com/six-document-search-engines-use/
https://www.freepik.com/free-vector/selecting-personnel-cartoon_760401.htm
https://www.wpbeginner.com/beginners-guide/why-you-should-always-use-the-latest-version-of-wordpress/
Snehanshu leads Product & Strategy at Sorted AI. He is an IIT Bombay & ISB Hyderabad alumnus. He has more than 12 years of experience in consulting, operations & entrepreneurship. He loves to run and is a proud owner of a Golden Retriever.
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