Managing business documents is an increasingly imposing challenge. Substantial amounts of data are produced every day and need to be organized, managed and systematized as efficiently and effectively as possible. Advanced tools for managing files, often heterogeneous in nature and from different sources, are now indispensable. Document digitization, despite the fact that it may seem like an obsolete topic, still has a primary role, especially when using the potential offered by Artificial Intelligence. By optimizing what used to be called document management, they completely change the way businesses store, access and analyze information.
Document digitization of paper archives: a necessity for business efficiency
Many companies are still overwhelmed with paper files. These documents take up space, cost money to manage and take time to consult. But most importantly, within this analog world is often hidden a real wealth of business knowledge that is in danger of being lost. The solution, fortunately, is at hand. The first step is the digitization of paper archives. Turning physical sheets into digital documents means making everything more accessible and faster.
It must be remembered, however, that simply capturing or ingesting documents is not enough. The real value of digitization lies both in the automation of the procedure itself and in the use of classification and indexing tools. It comes back, again, to the issue of transforming data into usable and usable information. Document digitization enhanced by Artificial Intelligence tools makes documents easy to find and consult, including through advanced user assistance tools.
Think, for example, of a large company that manages thousands of customers, each with its own historicity. While it is true that in many cases the most recent interactions will be handled through a CRM, good digitization and built-in AI make it possible to extend consultation even to the historical past of transactions, messages exchanged: searching for a specific document becomes a matter of seconds. AI not only helps to organize, but also to process large volumes of data. Consider the potential of this opportunity for suppliers of machinery for manufacturing companies, where there may be a need to retrieve documentation of supplies made in remote times.
Artificial intelligence in the document process
AI, as it is known, simplifies the entire document process: data creation, storage, analysis and extraction, for example, allow users to make self-service queries using natural language. This means automating or, in some cases, making complex tasks such as categorizing documents or extracting information from unstructured text unnecessary.
Wanting to reconcile the good practices of database management with the potential offered by innovative tools, it is possible to save considerable resources by entrusting AI tools with all the pre-entry categorization and normalization part of the data. Operators will then be left with only the task of control and supervision.
We mention for the sake of completeness that perhaps the most revolutionary aspect of AI-based tools is the ability to derive the required information in a timely manner even from huge amounts of data. This is the reason why, at the moment, one of the most successful applications is to support service operators or customer service.
Automated analytics and rapid data access: the key role of AI
Artificial Intelligence is, in short, revolutionizing business document management. Today, companies can access the information that matters in seconds, without endless searches, barriers due to poor usability of applications or errors caused by human distractions. AI analyzes data with unprecedented speed, unearthing patterns, correlations and details that would escape, or take interminable time, from traditional analysis tools.
In addition, semantic analysis solutions do not just store text and search for matches, but are able to understand meaning (or effectively simulate understanding, wanting to be a purist). Today’s AI assistants, including commercial ones, are able to grasp the context and meaning of requests made. Finally, thanks to neural networks and predictive models, AI can make context-based suggestions and provide guidance to operators on what to do next, complementing the field experience of the person who is querying it.
Beyond generative AI for the general public
When talking about Artificial Intelligence today, it is inevitable to associate it with the models that have become known to the general public. However, it must be remembered that these represent the proverbial tip of the iceberg. Even confined to the world of document management, Artificial Intelligence has much deeper roots. For years, in fact, machine learning and natural language processing (NLP) have been well-known technologies in large companies, where they already support the management of large amounts of data.
In short, document digitization, thanks to Artificial Intelligence, is evolving beyond simple management simplification, becoming an opportunity to rethink information management and its transformation into value.
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