Document Classification and Indexing Made Easy by Archive One AI & Capture

With the rapid development of technology today, businesses have access to more data than ever, empowering them to make more informed decisions to grow and improve. As more companies transition to the digital age, converting analog data has posed a significant challenge. The processing and converting large amounts of data, from physical to imaged digital documents,  require many hours of work and the manpower.

However, a new rising field offers promising results. 

Harnessing the Power of AI 

Document indexing enables organizations to easily retrieve information by associating or tagging documents with different “search” terms. However, manual data entry can be error-prone and time-consuming.

With Archive One AI, the documents are automatically classified which eliminates manual pre-sorting, then locates and reads the information pertaining to the specific document class. The information from the digital document is then extracted automatically and efficiently with Archive One Capture. tagging the documents with different “search” terms. This enables organizations to easily retrieve and classify information with fewer errors and significantly lesser time and minimal input from the user as compared to manual indexing.

Archive One does this all very quickly in the background. It then generates an output the user can easily understand eliminating time spent comprehending the document. The user interface is also designed to be as intuitive as possible eliminating errors and maximizing productivity.  

Automatic Document Classification with Archive One AI

Manual Document Classification is time-consuming and can be inconsistent. Some companies have their own records information specialists who classifies the data, but oftentimes for most companies, the task is being done by people within the organization once a document is introduced. This is when problems arise as proper document classification requires planning and more time in executing it. With higher volumes come the added difficulty in properly classifying the documents.

Archive One AI addresses these difficulties through auto-classification. This tool comes with pre-trained models specifically designed for document processing, which includes identification of localized documents from regulatory agencies. 

With Machine Learning technology, Archive One AI gets better with regular use as it remembers data from every captured document, enhancing the classification accuracy and speed.  Removing this burden from staff not only improves the capture of business data and records, but also enables them to easily retrieve documents whenever the need arises. 

Automatic Document Indexing with Archive One Capture 

Like Automatic Classification, Automatic Document Indexing information saves time and speeds up the process of assigning 'search' terms in a document since the tedious task of indexing would be performed by a machine. 

Other advantages of Automatic Document Indexing are as follows:

  • Predictability
  • More sophisticated than manual indexing
  • Great for similar material
  • Less expensive
  • Can help users find information faster and thoroughly.
  • It can be applied to a great number of texts without any hassle.
  • Faster, more reliable and cost-effective compared to manual indexing.
  • Practically it compensates for difference among the terms used in searches and indexing terms.

How It Works

The user/AI interaction starts when the user scans a document using the software. The user attempts to check-in a document by pressing the “Analyze Document”. That is when the AI kicks in. It starts by automatically analyzing what document is scanned. It then checks for certain keywords and tags them. Then, it extracts content and any other relevant information from the scanned images. Finally, it prompts the user with a form showing all the information it has gathered along with visual markers, known as bounding boxes, on the scanned document. 

The form outputs semi-populated fields such as the document type, keywords, content, and all the detected text. The user can then choose to edit these fields as they see fit. The user can also copy and paste the texts inside bounding boxes to indexes should they need reporting or thorough indexing. This process can also work on previously scanned documents. The system accepts filetypes such as Microsoft Word, Powerpoint and any other office file. These are also supported with bulk uploads to hasten data processing. 

Conclusion

With the help of technology, sifting through a ton of data will no longer be a long and dreary intensive task. Companies can now focus their attention on more important facets of the efficient data storage and security, and more effective information-based decision making. All of which are necessary to stay competitive in the modern business ecosystem. 

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Archive One is a document management software designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.

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