The use of artificial intelligence in businesses has been on the rise. In fact, according to McKinsey, 72% of organizations have incorporated AI for use in at least one business function. This means the importance of AI in modern records management cannot be understated.
From streamlining work to getting valuable insights in documents, using AI in records management has a uniquely modern importance. The following are some ways you can incorporate AI into your records management to help increase efficiency and save money.
Document Classification
If documents are haphazardly stored across your system, it can be difficult to make sense of them when you need them.
Maybe you don’t have a method for classifying documents, so everyone in your organization does it their own way. Maybe you do have rules in place, but people forget them and store documents using their own naming conventions.
Either way, AI can clean up how your documents are stored. AI classifies documents based on their content and automatically sorts them in a logical way. Also, it uses document metadata and structure to tag and sort files.
All of this makes records management a uniform process. It results in everyone being able to find what they need when they need it.
Document Searches
You probably have years’ worth of documents that you’re pulling information from. If people in your organization are doing it themselves, it can be an extremely time consuming, grueling, and expensive process.
One way that AI has importance in modern records management is its ability to easily search high volumes of documents quickly. AI understands the context and intent of a search, so it’s better able to find the information you’re looking for.
In addition, using AI can help you not only search within a document, but search for a document. If you have mountains of files that are disorganized, AI allows you to retrieve them effectively and efficiently. No more wasted time hunting for specific documents.
Document Summaries
Sometimes you just need to know the key points of the document. But if the document is large, it can take several hours to scour through it.
Another way that AI is important in modern records management is its ability to recap information fast. AI can summarize large documents so you get key takeaways without reading through them. You get information that helps you make decisions for your business, while saving a great deal of time.
Document Compliance
There are strict guidelines that companies are expected to follow when it comes to storing and using documents. As a result, compliance is an important issue for businesses. And AI can help ensure that your documents are always in compliance.
Whether you’re concerned about GDPR, CCPA, or HIPAA compliance, AI can help you keep track of sensitive information. This is because AI automatically flags information in documents that you need to keep an eye on.
By using AI in this way, you can review records for compliance standards so you always meet the guidelines. Consistently doing this means that no private information falls through the cracks.
Document Security
Cyber security is a huge issue for organizations these days. You may be afraid that AI won’t be able to keep your sensitive data safe. However, the reality is the opposite.
The fact is, AI can help safeguard your information by recognizing security risks and warning you before they become a problem. Also, it will let you know if someone tries to access records they’re not authorized to work in.
Act on the Importance of AI in Modern Records Management
Do you want to find out how you can add AI to your records management strategy? The records management experts at Messaging Architects understand the importance of AI in modern records management. Contact us today to find out what solutions are best for your company.
