Use of Generative AI in the Automation of the Document Classification Process

Use of Generative AI in the Automation of the Document Classification Process

Written by Ana Canteli on 24 September 2024

Document Management Has Evolved Significantly in Recent Decades, and One of the Technologies Transforming This Field is Generative Artificial Intelligence (Generative AI). Thanks to this technology, companies can automate document classification, enhance data extraction, and optimise workflows in their document management systems. In this article, we will explore how generative AI can be applied to automate the document classification process, its benefits, and how tools like OpenKM are facilitating this transformation.

The Role of Generative AI in Document Management

Generative artificial intelligence is a branch of AI that, through machine learning algorithms and natural language processing (NLP), can create new content or improve the management of existing information. Its application in document management has redefined operational efficiency, especially in processing and automatically classifying large volumes of data.

By using generative AI in their document management systems, organisations can streamline the handling of documents such as invoices, legal documents, identity documents, and insurance claims, among others. Instead of relying on traditional methods that require human intervention—and are therefore prone to human error—generative AI automates document processes with greater precision in management.

Intelligent Data Extraction

One of the biggest challenges in document management is extracting data from unstructured documents, such as emails, contracts, or reports. Generative AI, alongside Optical Character Recognition (OCR) and Intelligent Document Processing (IDP), allows relevant data to be automatically extracted, regardless of the document’s format. This is particularly useful in environments with large volumes of data, such as insurance companies or legal departments, where critical information needs to be processed quickly and accurately.

Tools like OpenKM, integrated with language models like ChatGPT, enable faster and more efficient intelligent data extraction. By using generative AI in the classification and processing of these documents, both accuracy and speed are improved.

Document Process Automation

Robotic Process Automation (RPA) has been a key tool in optimising business workflows, and its integration with generative AI takes this technology to a new level. Through intelligent automation of document management powered by AI, companies can save time, minimise error risks, and manage documents more efficiently.

Generative AI also enables the creation of rule-based systems where documents are automatically classified according to their content. This is especially useful for manual processes that previously required staff intervention, such as the organisation and labelling of unstructured documents.

For example, a company handling large amounts of analyst reports or legal documents can automate the classification of these documents, improving operational efficiency. By integrating technologies like OpenKM with KEA (Keyphrase Extraction Algorithm)—an advanced tool that facilitates the automatic extraction of key words or phrases from documents—and other generative AI services, companies can create fully automated workflows that not only extract information from documents but also analyse and organise it in real-time.

Natural Language Processing and Document Analysis

Natural language processing (NLP) plays a crucial role in automating document management, as it allows AI to understand the content of documents and classify them automatically. Through this technology, it is possible to analyse documents in different languages or dialects, recognising patterns and extracting business-relevant information.

Document analysis with generative AI can also identify relevant information, classifying documents more efficiently than traditional methods. In many cases, low-code solutions allow for the rapid implementation of these tools in organisations, without requiring advanced programming knowledge.

Suitability of OpenKM for Document Automation

One of the most versatile platforms in document management is OpenKM, which offers integrated AI solutions for automating document processes. OpenKM has positioned itself as a key tool for companies looking to implement automated document processes using generative artificial intelligence.

OpenKM allows for the integration of generative AI models like ChatGPT, enabling companies to leverage natural language processing to automate tasks such as classification and data extraction. This is ideal for management teams seeking to improve operational efficiency and reduce the time spent on document management.

Additionally, OpenKM integrates with SharePoint Online and other document management systems, making it easier to implement in companies already using collaborative tools for information management. This integration enables the automation of workflows in existing platforms, improving efficiency without the need for a complete overhaul of the company’s digital ecosystem.

Benefits of Generative AI in Document Classification

By implementing generative AI in document management, companies experience multiple benefits:

1. Reduction of Human Error: Process automation minimises the risk of errors commonly present in manual tasks.
2. Time Savings: By automating repetitive tasks, the team can focus on strategic activities that add more value to the company.
3. Increased Accuracy: AI solutions ensure improved precision and accuracy in document classification and data extraction.
4. Scalability: Data volumes can be managed with ease, allowing companies to handle large amounts of documents without losing quality or speed.
5. Integration with Existing Tools: Platforms like OpenKM, which allow integration with machine learning algorithms and language models, facilitate the implementation of these technologies in business processes.

The use of generative AI in the automation of document classification processes is redefining how organisations manage their information. Solutions like OpenKM, which allow integration with ChatGPT and other natural language processing models, offer an unprecedented opportunity to improve operational efficiency and precision in document management. Companies that adopt these technologies will be better positioned to face the challenges of an ever-evolving digital economy.

For more information on how to implement OpenKM in your company, we recommend exploring some videos on YouTube or attending their webinars.