Electronic document management (EDM) is often a challenge for businesses. Searching for specific information, modifying a document, appropriate archiving... All important tasks, but time-consuming and complex. Fortunately, advances in artificial intelligence offer effective management solutions for automating and improving these processes. Find out how AI can transform your document management thanks to intelligent data processing!
The challenges of enterprise document management
High document volumes
Every day, businesses process hundreds or even thousands of PDF files. Whether it's contracts, invoices, letters or reports, this manual processing takes time and internal resources that could be put to better use.
Editing and accessibility problems
Because of their format, many PDF files or paper documents are inaccessible online and cannot be modified. This makes them difficult to consult, edit and therefore manage…
Time wasted on repetitive tasks
Converting files, manually sorting folders and searching for information are all repetitive tasks that slow down workflows. This is because they consume precious time that could be devoted to higher added-value tasks.
Risk of human error
Finally, manual PDF management exposes companies to human error, such as incorrect data extraction or data entry errors. These can not only delay projects, but can also have costly consequences, particularly in the financial or legal fields.
The benefits of AI in document management
Improving business processes
One of the main advantages of AI in the business context is its ability to automate repetitive and tedious tasks. Thanks to its powerful algorithms, it can convert files, sort or search for information in just a few seconds. As a result, teams can devote more time to strategic, high value-added activities.
Better decision-making
AI solutions don't just process files: they understand their content. Using advanced technologies such as Natural Language Processing (NLP) and Optical Character Recognition (OCR), AI is able to extract contextual data, even from complex or unstructured documents. So you can benefit from precise predictive analysis and a real predictive assistant!
Enhanced security and compliance
By reducing human intervention, AI reduces the risk of incorrect data entry or extraction. What's more, new AI-based tools often incorporate verification and compliance functionalities, to detect threats and ensure compliance with regulations, such as the RGPD in Europe.
Flexibility and scalability
AI solutions are designed to adapt to the specific needs of each organisation, regardless of its size or sector of activity. Whether it's managing a growing number of files or meeting the specific requirements of areas such as human resources, finance or legal, AI offers unrivalled flexibility.
Concrete use cases for AI applied to PDFs
Intelligent data extraction
One of the most common applications of AI in DMS is information extraction. This is made possible by advanced technologies such as optical character recognition (OCR). OCR enables scanned documents to be analysed, the text content to be extracted and the key information to be indexed. In other words, it converts a PDF document into usable data, then classifies it intelligently.
Rapid searching of large files
Finding specific information in a document has never been easier than with AI. These intelligent solutions can quickly identify specific keywords or phrases in large PDF files.
Simplified conversion and modification
Artificial intelligence can transform PDF files into editable formats such as Word or Excel. It also simplifies common operations such as merging, splitting and modifying documents.
Analysis and processing of complex PDFs
Finally, AI can automatically analyse and sort PDF documents based on their content. What's more, as we saw earlier, AI can be used to check the conformity of documents such as invoices or contracts.
PDFSmart solutions for optimising PDF management
PDFSmart offers a wide range of features for improving document management. Firstly, you can edit, merge, split, compress or rotate a PDF file. There is also conversion to convert a PDF into Word, PowerPoint, Excel, JPG, PNG or TIFF format. Finally, one of IA's flagship features is OCR. This enables data to be extracted quickly and accurately from scanned files.
At PDFSmart, we know that ease of use is crucial for professionals. That's why our interface is designed for smooth navigation and quick access to all features. So you can get on with your tasks effortlessly, even if you're not an expert in digital tools.
Finally, at PDFSmart, the security of your data is our priority. That's why our online platform complies with the strictest standards for protecting sensitive information, including data encryption.
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