AI for even greater efficiency in document management
Information platforms such as nscale are considered a key technology for digital transformation – and they benefit in particular from the integration of AI technologies. This is because nscale provides precisely the information that AI applications need in order to learn and initiate automated processes. This makes information platforms and artificial intelligence – and large language models (LLMs) in particular – a perfect match in document management. In addition, the cross-organizational, centralized management of data and documents and the ability to digitize and automate entire processes form an important basis for further digitization measures.
nscale and artificial intelligence:
Efficiency redefined
LLMs are algorithms that are trained with large amounts of data. They can understand, summarize, reformulate and generate language-based content themselves. Most of the data generated or received by companies and public authorities has to be processed in some way. Artificial intelligence helps to make these often repetitive processes more efficient. Below we take a closer look at some of the added values of artificial intelligence that make document management with nscale even more efficient and, true to our vision of “working simply”, relieve users of repetitive routine tasks in particular.
Automated classification and tagging
through AI in document management
AI techniques are used to automatically extract metadata from files and classify documents of various formats without human intervention. AI-based, intelligent modules supplement the document capture mechanisms already integrated in nscale. The data classified in this way also forms the basis for further AI-supported processes.
AI-based content analysis and intelligent document summarization
This includes the independent content analysis of documents: Artificial intelligence creates summaries of document content, which makes work considerably easier and saves time, especially with long texts. This allows users to quickly gain an overview of important content without additional effort and make informed decisions based on this. The artificial intelligence is also able to provide document summaries in languages other than the original language.
Chat with documents thanks to artificial intelligence
In addition, nscale will in future provide an innovative function that allows users to chat with documents and ask specific questions about the content directly to a chat assistant attached to the document – which the assistant will then answer in context.
A useful further development of this AI technology, which will also become part of nscale, is the “Chat with your knowledge” function: it makes it possible to communicate not only with a single document, but also with document groups such as files or the entire knowledge base in an organization. The solution always maintains the defined authorizations for the information.
AI-supported automation in contract management
AI technologies can also provide valuable support in contract management and relieve employees of repetitive routine tasks. We are working on this topic together with proven partners. Together, the two applications enable efficient and intelligent contract management.
Companies and public authorities often have thousands of contract documents that need to be managed efficiently – from creation, review and fulfillment to audit-proof archiving. At the same time, several departments are usually involved in contract management, which often leads to long transportation, storage and processing times.
The integrated AI technology is able to automatically recognize risky contract content and points out missing aspects. It extracts the relevant clauses, evaluates them and independently suggests alternative wording and conditions that minimize any risks – such as liability issues, contractual penalties or payment terms – during the contract initiation phase. Current studies show that artificial intelligence can speed up contract negotiations can speed up contract negotiations by around 50 percent.
Advantages of integrating AI into document management
Powerful information platforms such as nscale enable efficient digital document management. AI further increases the efficiency of such systems and enables companies to leverage additional added value.
Better decision-making through artificial intelligence in document management
AI in document management makes unstructured information available quickly and is able to extract relevant (meta) data and classify documents based on this.
It also makes it possible to combine networked information into new findings that are not immediately apparent.
Artificial intelligence thus provides a good overview, increases the quality of decisions and allows them to be made quickly and on the basis of sound information. It also increases the ability to access information and processes.
The result is improved relationships with customers, partners and other stakeholders.
AI also makes it possible to identify market trends based on data and gain a competitive edge.
Time and cost savings through the use of artificial intelligence in document management
- AI analyzes and classifies documents in seconds and automatically summarizes content. Artificial intelligence performs such tasks reliably without users having to search through documents themselves.
- Process automation with the help of AI frees up additional resources.
- Employees can use the time gained for productive tasks.
- This enables companies to reduce their personnel costs and minimize the impact of the shortage of skilled workers.
Accuracy and risk minimization thanks to AI in document management
AI in document management reduces errors by eliminating manual processing steps.
Artificial intelligence automatically recognizes risky and incorrect contract content.
By comparing legal, regulatory and compliance requirements, artificial intelligence ensures legal certainty and prevents costly violations.
Outlook for the future: AI in document management
The AI technologies integrated into nscale are already making document management more efficient and resource-saving, simplifying everyday work and reducing complexity – so that users can “work simply” and companies can benefit from technological innovation. However, the development has only just begun and the analysis and optimization potential of artificial intelligence in document management will continue to increase. Examples include advanced semantic search algorithms, functions such as speech-to-text and increasingly sophisticated AI-supported customization options.
How companies and public authorities deal with information in the future will largely depend on the integration of artificial intelligence into everyday business and administration. We have already identified more than 20 other use cases in which AI provides valuable services. These are sure to exist in your company too – feel free to contact us!
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
The digitalization platform: control center of the digital transformation
A digitalization platform is the control center of a company’s digital transformation.
