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7 Document Management Trends to Watch Out For

7 Document Management Trends to Watch Out For

Businesses world over are undergoing a digital transformation and organizations are investing in tools, technology and processes to go paperless by converting their documents to digital formats. These documents may be forms, invoices, letters books, journals, photos, maps, manuscripts, office records or other printed materials.

Apart from being eco-friendly, the benefits of going digital are many, ranging from instant access, distribution and longevity to reduced cost of storage and more. As the world goes digital, let us look at some of the key document management trends that are shaping in the future:

Cloud-Based Document Management

With cloud storage being around for quite some years now, the initial hesitation has given way to adoption. The ease of accessibility and scalability has fueled the adoption of cloud storage for document management. Cloud storage ensures availability of documents on the go – without the need of being within a closed network.

Social Integration

Digital record managers are integrating social media technology into document management, making collaboration, storage, organization, and revision of the files a seamless task. Integration with social media also has the advantage of sharing documents in varied formats across various platforms for a wide range of audience.

Artificial Intelligence

With artificial intelligence gaining popularity, document management will witness new search capabilities in the coming year. AI will make search simpler with the right keywords and voice search, allowing professionals to focus on their work rather than spending time searching for the documents that they need.

Robotic Process Automation

Robotic process automation is gradually gaining popularity to avoid mundane tasks and focus on tasks that create value. In the coming years, software “robots” will automate labor-intensive repetitive activities that are prone to errors. RPA will see more adoption for document sorting, classification, automating routine operations, and integrating unstructured data like emails, forms, photos, and files.

Mobile Access

With the changing structure of the workplace environment, as more employees are working remotely, accessibility of documents from a wide variety of devices has become a necessity. As the world becomes a global village, workers need to be able to access the documents from devices including smartphones and tablets and work on them efficiently.

As mobile usage continues to grow, document accessibility is not the only requirement for the professionals who are always on-the-go, document management software also needs to be user-friendly to provide a seamless experience.

Collaboration

As geographical boundaries deem to exist, professionals are no longer dependent on face-to-face interaction. While working on emails already exists, it can be cumbersome and confusing. Collaboration and project management tools has been around and it is now becoming a part of mainstream platforms, which will make document management easier.

Coming years will see document managers collaborating online within a single social space in real-time which will make working on and managing multiple projects faster irrespective of the geographical location of the professionals.

Scalable Solutions

Scalability is a necessary criterion to keep up with the growing volume of documents. Modern Document Management Solutions will not only have the capability to let employees collaborate and edit on a single platform but will also enable the clients to scale up with the growing number of users, storage requirement, multiple locations or the volume of documents. Cloud based solutions will have an edge as they’d be able to offer pay-per-user or pay-as-per-storage pricing models.

Cloud computing, collaboration, and the proliferation of mobile devices are making lives easier for document management professionals. Coming years will continue to see the growth and mass adoption of technology giving birth to integrated, user-friendly solutions, blurring the physical space issues.

Leveraging Artificial Intelligence in Digitization

Leveraging Artificial Intelligence in Digitization

Digitization is a necessity today – both for restoring and making it searchable. Be it physical libraries or digital media, media organizations and content owners are investing in digitization and archiving of legacy content. Organizations often spend hours in recreating or searching for content that already exists. Aged and untreated content, discounting metadata, and not choosing the right storage solution often takes a hit on the broadcasters.

While you’re oblivious, artificial intelligence (AI) is changing this scenario. Think of personalized playlists on YouTube or Spotify or recommendations on Netflix and Amazon Prime; broadcasters are using AI to curate a selection of tailormade content.

Few weeks after Donald Trump was elected, the Internet Archive’s TV News Archive aggregated more than 520 hours of televised Trump speeches, debates, interviews, and other broadcasts way back from 2009. Thanks to the Trump Archive, the footage doesn’t get lost in the crowd of news giving journalists, scholars and citizens a chance can track and analyze Trump’s statements on public policy issues.

Netflix claims to save about US$1bn annually due to AI technology’s ability to automate workflows and reduce customer churn.

After Wimbledon 2017, IBM Watson used a cognitive algorithm to produce highlight reels of what it believed were the best shots of the tournament. By automatically analyzing audio and video from the footage to identify highlight worthy shots and points, artificial intelligence saved hundreds of manhours of editors.

Here are five ways in which artificial intelligence is revolutionizing the way we archive, process, and store documents and extract information out of it.

Automated processing

Optical character recognition can recognize texts. AI can additionally read, classify, and automate workflows based on that information in minutes. Initially fed with a set of rules, AI uses machine learning to improve its identification and processing capabilities.

Data extraction

Data extraction reaches a whole new level with AI-powered document management system, which can accurately read the information and understand the context.

Document clustering

AI can also group unclassified documents based on topics, which can help organizations understand the documents within a larger context, find resemblances, and draw conclusions that would otherwise be time-consuming or impossible.

Advanced security

Document management system powered by AI can help impose user access. By using secure biometric techniques like facial recognition to identify employees who can access the data, it can prevent unauthorized viewing or alteration of documents.

Data analytics

Cognitive platforms as a service (PaaS) like Microsoft Azure Cognitive Services and IBM Watson apply techniques like predictive analytics, machine learning, and data visualization to analyze the collected data to improve decision making.

The way ahead…

At IBC2017, for the first time, AI was one of the main themes, which speaks loads about its adoption. Recently, a company named Ripcord has patented and built robots to scan and sort a box full of paper from business cards to legal documents and enter the contents into a searchable database in the cloud. As AI adoption across industries is increasing, we can only hope to see better and faster analysis, and improved decision making across the broadcast industry.