The benefits of digitizing a company’s documentation are numerous, and converting papers to PDF files for archiving has been a common practice for years. Still, Artificial Intelligence’s new horizons are giving archives a new lease of life, converting them into data sources.
Fiscal records, contracts, communications, invoices, and any other documents related to the type of business are filed in every firm. Document digitization is widely used to make physical spaces more efficient and allow consultation based on criteria entered manually during the digital preservation of paper supports.
Even though a process has existed for years, digital development may offer new value and innovation. Experts say artificial intelligence is mainly used to automate repetitive operations and analyze vast volumes of data to entrust a series of everyday actions to particular platforms. Document digitization in the workplace, along with AI and ML algorithms, aids in the simplification of the company’s most essential procedures.
There are still significant volumes of high-value paper documents that need to be converted to digital form in various situations. Consider medical records, contracts, notary and law firm paperwork, tax documents and invoices, or any other type of form.
What’s new is that we can now use systems that can extract useful information from scanned papers.
The most common digitization method follows a set of steps, which comprise the following stages.
This is the first stage in the process. After scanning the paper documents with modern technologies that now enable the scanning of bound volumes with automatic page changes, digital pictures are created.
- Optical Character Recognition
The process of turning a scanned picture into text is known as optical character recognition or OCR. After the paper document has been scanned, it must be converted into text using specialized software. The OCR identifies whether a combination is a specific sign or a letter of the alphabet by studying the lines and curves of the image, converting the scan into a text file.
- File Administration
Digital file management is often done using a Document Management System platform, or DMS, which provides effective digital document management through safe search and archiving functionalities, even in the cloud.
The following are some of the benefits of using artificial intelligence for documents digitization:
- OCR Accuracy Improved
Artificial Intelligence and the self-learning function used to document digitization allow you to dynamically enhance the software’s capacity to convert pictures into accurate text that fully matches the original while still in the processing phase using the OCR tool. Standard OCR software frequently makes mistakes while extracting text because of the quality of the original document, the kind of paper, the markings on the copy, and the existence of lines or boxes. A conventional OCR system, for example, cannot recognize the location of text in projects, blueprints, or forms, but an AI-driven OCR platform that has been adequately taught can.
- AI-Assisted Identification Of Document’s
The ability to evaluate thematically cohesive headers, headings, sections, and portions is possible by determining the logical structure. This adds value to the writings by enabling the extraction of essential data, indexing, automatic filing, and the detection of linkages between related texts. Artificial intelligence for documents can be quickly consulted once they’ve been digitally stored, reducing the need for paper originals even further.
The integration of corporate processes is one of the benefits of digitizing documents using artificial intelligence platforms. Based on work routines based on essential criteria, copies can be automatically forwarded to the employee or department for whom they are meant. Internal corporate document flows are therefore automated.
The use of AI to digitize documents has great potential. Of course, document dating is a continuously developing science, so it’s essential to enlist the help of experts to set up a system that can streamline administration, save time and money, and, where possible, allow for the monetization of extracted data.
So, if you wish to integrate an AI for your business, contact the ONPASSIVE team.