How AI is transforming Enterprise Document Management

Doxis document management has been making waves overseas. More recently, it’s started to gain traction in the UK. 

Not so common knowledge is that Doxis uses the GPT AI model to help process and archive documents. The more recent ChatGPT is a language generation and processing tool that’s been taking the world by storm. It’s one of many generative AI tools helping to save hours on time-consuming administrative tasks.

Enterprises and organisations of all shapes and sizes could leverage the benefits of AI-powered document management systems. At its most basic level, it can help automate processes that have been traditionally performed manually.

It’s a productivity enhancing tool that completes mundane tasks in a fraction of the time it takes a human. But how is this revolutionising document management systems?

The next evolution of enterprise level document management is something that the creators of Doxis, SER, are calling intelligent content automation (ICA).

This new concept has the potential to revolutionise the way organisations process information, without risking data protection and compliance. 

It doesn’t matter in what format the information is received, AI-powered document management can work with any file regardless of its format. This instantly removes one of the biggest headaches corporations face in their day-to-day administration processes. Namely, trying to work with incompatible files.

To help businesses visualise what this technology does and how it can be applied in everyday use, we’re showcasing some example use cases below. 

Example use case: Insurance claim processing 

Let’s say you’re an insurance company that investigates documents to determine their legitimacy. Doxis doesn’t just read and interpret text files, it also has the ability to understand the contents of images. 

Witness or claimant photos from car crash scenes can be instantly processed and filed according to their context. 

Automated workflow notifications can update relevant team members if further action or investigating is required. For instance, if an inconsistency between a statement and a photograph is identified, this can trigger the next stage in the process. 

With the added use of ChatGPT in claims processing, cases can be correctly classified with the extraction of key information and generate follow-up emails to inform individuals of the next actions.

This also reduces the risk of human error or inconsistency. It eliminates any human resource continuity issues. If you have one employee that’s dedicated to processing incoming claims documents and they take sick or holiday leave, you won’t have to worry about the work grinding to a halt.

By speeding up internal processes and keeping things consistent, you can also keep customers happy with the service you provide. 

This eliminates many of your resource headaches, while enabling the process of information to become automated and more intuitive.

Example use case: Automated invoice processing 

For finance departments, a huge use case and benefit is the ability to automate invoice processing. Once processed, the invoices will set off a multi-level workflow. They can then be assigned and reviewed for correctness. All actions taken will be logged to ensure complete transparency, traceability and accountability. 

Example use case: Museum archiving

The Natural History Museum used Doxis to archive seven million historical artefacts across 20 million records. It was a mammoth task that other solutions couldn’t have handled as quickly and efficiently. Using Doxis, they were able to create their own natural sciences collections management system. They were able to improve their loans management and increase scalability potential – a way to future-proof their expansive collections.

What sets intelligent content automation apart?

  • Create, store, manage and deliver any document with ease
    With OCR technology, any document can be read and processed without the need for human intervention. This saves time and money for businesses that handle large volumes of documents on a daily basis. It also reduces the risk of human error. Subsequent workflows are automatically assigned to relevant departments, with individuals being notified of their responsibilities and updates.
  • Any file format can be processed automatically
    One of the biggest causes of bottlenecks in document processing is the risk of files not being compatible with your business system. The back and forth between sender and recipient to acquire the correct format, or the internal process of converting files, can be skipped entirely with Doxis. That’s because Doxis has the intelligence to read and process files in any format.
  • Connect data between different systems
    Your teams can also access data from different systems through a single interface. This can save time on processes relating to customer relationship management, for instance. This can enhance customer satisfaction and loyalty, as well as contribute to cost savings by reducing time spent on administrative tasks. 

Future-proof your document management with Doxis

Speak to the Doxis document management experts at Ignite Technology to find out more. We’re a leading Doxis integration partner. Based in the UK, we’ve worked with businesses around the world to help save them time and money on their internal document-based processes. In fact, with our out-of-the-box templates, our specialists can get you set up in a matter of hours. Book your demo today.

By Austen Moore

Marketing Manager

Responsible for managing Ignite Technology’s marketing initiatives, Austen uses market research and analysis to direct marketing strategy and planning. He oversees the production of all promotional materials and marketing campaigns. With over 20 years of experience managing a range of companies, Austen’s expertise centres around commercial management, enterprise content management, marketing, sales, project management and team leadership.