Easy access to information and its rapid flow is crucial for a modern company’s smooth operation and market competitiveness. One source of such information is documentation, which companies often generate and then store in paper form.
To have better access to it, they decide to digitize it. However, digitization may not be sufficient in its simplest form – scanned documents stored on disk. Why is this the case, and why should you consider creating an advanced document database with the support of artificial intelligence? Read on and find out.
Why isn’t simple document scanning enough?
Many companies have stockpiles of paper documentation that they either want to digitize or have digitized in a simple way. They store them on disks as document scans. However, such digitization is only the first step towards efficiently managing company records. Due to the often huge number of documents – both archived and generated on an ongoing basis – this type of digitization is inefficient.
It is also difficult to access a specific document or piece of information contained in a document. In addition, there is a high risk that documents have been archived incorrectly and will thus be even more difficult, if not impossible, to find.
Another problem that surfaces over time is the inability to maintain a uniform standard for the structure of the hierarchy of archived documents over the course of many years. This is due to the emergence of new types of documents, changing forms of old ones, and differences in the interpretation of scanning or archiving procedures by new employees. As a result, this leads to severe difficulties in finding specific documents and the data they contain.
All of this significantly prolongs the time necessary to access the information sought, which can delay decision-making processes and negatively affect the company’s overall operation.
It is therefore worth considering the creation of an advanced digital document database that enables all relevant employees to efficiently search for and access specific documents and their information.
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Building an advanced document database automatically – or how iDoc works
Using artificial intelligence and AI/ML algorithms, iDoc reads documents and analyzes the data they contain.
Based on previously learned models, it categorizes them appropriately (recognizes what type of document is involved and classifies it) to subsequently archive the documents.
For example, if we use iDoc to create a database of documents related to real estate rentals, the system can categorize the documents according to contract type (lease, rental) and assign basic metadata such as the date the contract was signed or the property’s address.
The digital document archive created with iDoc offers the possibility of both precise document search by document type and defined attributes, as well as full-text search. This means that a document or its information can be found based on any phrase typed into the system’s search engine.
Automated document database building with iDoc – discover the benefits
Automated document processing and automatically creating a digital document archive with the support of artificial intelligence brings a number of benefits. These include:
Precise categorization and reliable archiving
Data reading and document categorization are done automatically, minimizing errors and inconsistencies common in manual archiving. This also ensures consistency in the document database for years to come.
Swift access to documentation
A digital archive will allow employees throughout the organization to quickly and easily search and review documents. It eliminates the problem of limited access to paper documentation and significantly increases work efficiency. The level of access by departments or individual employees to selected types of documents can be changed as needed.
Greater efficiency of company processes
The digital archive built with iDoc provides rapid and easy access to the extensive database of data collected in the company, even if this information is hidden on the last pages of multi-page documents.
This allows employees to swiftly and efficiently find the information they need, significantly improving the company’s processes. In addition, it can help make better operational and strategic decisions based on analysis of complete, consistent, and up-to-date data.
Don’t hesitate to contact us. Let’s cooperate
If you would like to learn more about how iDoc can help digitize and automate your company’s document management processes, don’t hesitate to get in touch with us.
We will happily answer all your questions and show you how our solution can streamline work in your organization.
