Efficient access to information is essential for any modern company to maintain smooth operations and stay competitive in the market. A significant source of this information is documentation, which is often generated and stored in physical form.
Many companies choose to digitize these documents for easier access. But basic digitization—simply scanning and storing files—may not be enough. Why? Because true efficiency comes from creating an intelligent, AI-supported document database that can organize and extract valuable insights from your files. Curious to know how this works? Keep reading to find out.
Why isn’t simple document scanning enough?
Many companies accumulate large volumes of paper documentation and opt for basic digitization, storing document scans on disks. While this is a good starting point, it falls short of efficient document management. With the sheer number of documents—both archived and newly generated—this approach quickly becomes inefficient.
Finding specific documents or extracting valuable information from them can be a major challenge. There’s also the risk of misfiling, which can make documents even harder to locate, or in some cases, nearly impossible.
Another issue that arises over time is the lack of a consistent structure in document organization. As new types of documents emerge and existing ones evolve, different employees may interpret archiving standards differently. This leads to inconsistent hierarchies and formatting, making it harder to retrieve the information you need.
All these factors significantly slow down information access, delaying decisions and impacting business operations.
This is why it’s worth considering an advanced digital document database that allows your team to easily search, find, and utilize specific documents and the data they contain.
Build an advanced document database automatically – how iDoc works
iDoc uses artificial intelligence and machine learning (AI/ML) algorithms to read and analyze the content of your documents.
By leveraging trained models, iDoc accurately categorizes documents (identifying the type and classifying them accordingly) and then archives them efficiently.
For instance, when building a real estate rental document database, iDoc can sort contracts by type (e.g., lease or rental) and automatically assign key metadata like contract dates and property addresses.
The digital archive created with iDoc enables precise document searches by type and defined attributes, as well as full-text search. This means that any document or its specific information can be easily found using keywords in the system’s search engine.
Build your document database automatically with iDoc. Discover the benefits
Automating document processing and creating a digital archive with AI support offers numerous advantages, including:
Precise categorization and reliable archiving
iDoc automatically reads, categorizes, and archives documents, reducing errors and inconsistencies typical of manual processing. This ensures long-term consistency and reliability in your document database.
Quick access to documentation
A digital archive lets employees across the organization quickly and easily search and retrieve documents. It eliminates the challenges of paper-based systems and boosts productivity. Access levels can also be customized by department or individual, ensuring the right people have access to the right documents.
Enhanced company efficiency
With iDoc, even hard-to-find information hidden in long documents is easily accessible. This accelerates workflows, improves decision-making, and enhances both operational and strategic processes by providing complete, consistent, and up-to-date data.
Let’s collaborate! Contact us today
Interested in learning how iDoc can streamline your company’s document management? Reach out to us—we’re happy to answer your questions and show you how our solution can optimize your workflow.