Intelligent document management
Incoming documents are read, key details extracted and a routing path proposed within seconds, instead of waiting for a registry officer to read everything first.
Shorter time from arrival to routing
Extraction and unit suggestion happen automatically; the officer only confirms.
No missed deadlines
The system detects dates stated in the document and surfaces them as items to watch.
Consistent classification
One rule set applies to every document, regardless of who is on duty.
What is happening in the registry office
Incoming volume keeps growing while reading, classifying and routing still depends on a couple of registry officers. Many documents are long, span several subject areas and involve multiple units.
- Documents are long — you must read all of it to know the subject area and the right unit
- Deadlines are buried in the text and easily missed
- The same document type gets classified differently by different people
- When the registry officer is away, the whole flow slows down
What changes after deployment
The moment a document enters the system it already carries an information sheet: reference number, issuing authority, date, signatory, summary, subject area, a suggested lead unit and any deadlines worth noting. The registry officer shifts from "read and type" to "check and confirm" — much faster, and far less gets missed.
What you gain
Reduce the time spent reading, recognising, classifying and routing incoming documents.
Input data
- Electronic documents
- Word and PDF files
- Scanned documents
- Documents forwarded from your existing document management system
- Attachments accompanying a document
Core functions
- Recognise document numbers and reference codes
- Recognise the issuing authority
- Recognise issue date, signatory and summary
- Determine the subject area of the content
- Tag documents by subject area and type
- Suggest the lead unit and supporting units
- Suggest a priority level and deadlines to watch
Processing flow
- 1Receive the document
- 2Read and recognise the content
- 3Extract key information
- 4Classify by subject area
- 5Suggest a routing path
- 6Officer reviews and confirms
- 7Forward to the relevant unit
Outputs
- A document information sheet
- Subject-area tags
- A suggested handling unit
- A list of items needing further checking
- A document processing log
Governance rule
The AI only proposes a routing path. An authorised officer confirms the official routing for every document.
Frequently asked questions
- Does this replace our existing document management system?
- No. It connects to your existing document and operations management system through an API or an authorised database connection, and adds the reading and suggestion layer. You keep the system you already run.
- What if the AI classifies something wrongly?
- Classification is a proposal; an officer confirms before routing. When an officer corrects it, the system records that to improve the classification rules for later documents.
- Can it handle classified documents?
- All processing happens on servers at your premises, with nothing sent outside. Which classification levels are allowed into the system is governed by your own internal regulations, and the system supports permissions by sensitivity level.
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See it run on your own documents
Every solution sounds good in a description. The only way to know whether this one works for you is to run it against your real documents, templates and workflows. That is exactly the kind of demo we do.
The demo is free and carries no obligation. If it turns out we are not the right fit, we will say so.