5 ways AI in document management benefits hybrid workplaces

The world’s data is predicted to reach 175 zettabytes by 2025. But with the rise of remote working, video conferencing and hybrid workplaces in 2020, alongside increased personal internet usage, data growth has accelerated. As we continue to operate in a hyper-connected world, there is a real possibility that 175 zettabytes is too conservative an estimate.

This raises a question for businesses adapting to the new normal, embracing hybrid work environments, and generating more digital information than ever before: how will they manage their data? The solution lies in harnessing the power of AI in document management to revolutionise how you store, archive, process, and extract business information.

Unlike conventional data processing systems, which consistently follow the same logic, AI algorithms get smarter as more data is provided and analysed. They are intended to spot trends and patterns and provide predictions. This unique ability of AI to ‘learn’ from large amounts of data enables users to manage and control vast volumes of content. This is why AI promises to transform how document management is done. For organisations adopting new document management strategies to support their hybrid workplaces, AI is the key to optimising their systems for productivity, efficiency and business growth in 2020 and beyond.

1. Automatic classification and processing

While OCR (optical character recognition) technology enables text recognition, AI takes this a step further by “reading” the information on a document, classifying it correctly, and automating workflows based on that classification – all at a fraction of the speed a human could.

Although a set of rules initially guides the system, its identification and processing capabilities continue to improve through machine learning, enabling it to learn from repeated exposure to documents and from the actions taken by your employees on those documents.

AI in a document management system could, for example, identify invoices by recognising elements such as invoice numbers, line items, and so forth, despite these elements appearing in different locations and in varied fonts and sizes, depending on how a company formats their invoices.

When Greenbank RSL in Queensland automated its manual Accounts Payable process using ABBYY FlexiCapture technology to recognise invoices, it reduced invoice processing time by 84 per cent and processing costs by 50 per cent, while increasing data accuracy and integrity. 

2. Data extraction

By accurately reading information and understanding context, AI in document management can take data extraction to a whole new level – an ability that is more vital than ever as virtual collaboration and file sharing flood organisations with more and more data.

3. Document clustering

Document clustering, in which documents are grouped by topic without prior classification, is another ability enabled by AI. 

This can help organisations understand how documents relate to one another within a broader context, and identify similarities and make inferences that might not have been possible otherwise.

4. Advanced security

Security is one of the major challenges of a hybrid workplace, where numerous endpoints, networks and cloud environments must be protected. AI is another cybersecurity tool businesses can add to their arsenal to protect their data.

AI-powered document management systems can help to enhance security and protect customer data by detecting sensitive and personally identifiable information (PII), and flagging these documents for special handling. Automatic classification and processing also means documents aren’t left in unsecured locations while waiting to be actioned.

AI can also help enforce user access by using highly accurate, secure biometric techniques, such as facial recognition, to identify employees authorised to access that data, thereby helping prevent unauthorised viewing or alteration of documents.

5. Data analytics

Perhaps the most exciting prospect of AI in document management is the potential for analytics and the value this can bring to organisations. 

Cognitive platforms as a service (PaaS) take document management to new heights by leveraging data collected and applying techniques such as machine learning, predictive analytics, and data visualisation to improve decision-making and optimise business processes. 

With the advent of AI, document management systems are progressing in leaps and bounds, and early adopters of the technology will be the first to reap the rewards, especially in hybrid work environments.

Building a resilient and productive hybrid work environment requires the proper hardware, software and processes. Download our Guide to Hybrid Workplace Strategy for a step-by-step strategy for implementing an effective hybrid work model that equips your employees to work anywhere, any time.

This article was originally published on 1 March 2018. It was modified on 25 September 2020.

Kyocera Document Solutions provides innovative products, software and ICT services for hybrid work environments, enabling businesses to implement smart workplace solutions that drive business transformation and resilience.