Document Management Systems (DMS) simplify the administration of documents in companies and organisations. When the DMS also uses AI, it reduces document processing time and increases business productivity.
2024-12-19 – Frank von Orlikowski
Invoices, emails and a range of other documents are searched for every day in offices. Those who already use a document management system save a lot of time when searching for and processing documents. The DMS is even more effective when it works with AI. This makes document-centric work even more efficient and avoids errors caused by manual input.
But what exactly is a DMS? Document management systems are defined as the digital capture, storage, organisation and control of documents. Instead of sorting and storing letters, invoices and other documents in analogue paper form, the system handles all document-centric processes and digitally maps the entire lifecycle.
When the DMS uses artificial intelligence (AI), it improves digital collaboration even further. It makes document-based processes more consistent, transparent and faster, and ensures that they are always compliant. Using AI in the DMS ensures end-to-end workflows and automated processes. This means that organisations can reduce costs and increase productivity.
Artificial Intelligence is a field of computer science. AI mimics the cognitive abilities of humans. It does this by recognising and sorting information from input data. It learns either through human programming or machine learning.
Manual document management costs companies a lot of time. And time is money. Even in small organisations, classifying, archiving and processing documents by hand is a tedious task. What’s more, manual processes are prone to error. It is particularly annoying, for example, to search for a specific document and not be able to find it because it has been incorrectly tagged.
In addition to incorrect data, data or documents can also be stored twice or three times. This has a negative impact on data quality and makes analysis more difficult. Incorrect data is also a compliance risk, as organisations must process and archive documents in accordance with the law. This is where an AI-enabled DMS comes in.
When companies invest in a DMS with AI, they reap multiple benefits. This is because the AI-driven system optimises the entire document management process by automating processes, streamlining workflows and reducing errors.
Advantages of a DMS with integrated AI:
Security is important in all areas where data is processed. In addition to IT security in document management, users should use products with appropriate access controls to prevent unauthorised access to the DMS. You should also ensure that your DMS provider complies with applicable data protection regulations to avoid problems.
Shareflex is a DMS solution that integrates perfectly with existing systems and can be adapted to your needs with a variety of modules. Your Microsoft 365 environment is the basis for Shareflex. This way, the DMS with AI only uses the areas where you store your documents anyway. This increases your productivity, reduces manual effort and meets all data protection and compliance requirements.
For years, the data contained in documents has become increasingly relevant to businesses – and rightly so. Analysing corporate data provides insights that improve the profitability and competitiveness of companies in all industries. In the future, AI will help us in many areas of document management.
An AI-powered DMS already ensures compliance with legal requirements and reduces manual processing of business-relevant data. In addition to processing structured and unstructured data, AI will be able to detect potential risks and identify further optimisation opportunities even more reliably. Furthermore, rapid advances in AI will continue to improve search, for example by automatically recognising semantic relationships in addition to keywords. We are excited about future developments and are already using AI features in Shareflex to further optimise document management and data processing.
How secure are AI-based document management systems?
AI-based document management systems are secure systems that simplify and optimise working with documents in many areas through encryption, access control and compliance with data protection regulations such as GDPR.
How does AI improve efficiency in document management?
AI in DMS saves time and resources by automatically analysing, categorising and extracting information. This reduces manual effort, optimises workflows and increases efficiency.
What specific tasks can AI perform in document management?
AI in DMS classifies documents, extracts relevant information from unstructured data, streamlines workflows and improves search capabilities.
Hamburg, 19 December 2024
Author: Frank von Orlikowski
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