Until recently, it seemed like science fiction. Today, artificial intelligence (AI) is helping us in many aspects of managing everyday life and professional activities.
According to Deloitte, AI is the future of office work. The report, however, suggests that machine learning isn’t going to replace the human workforce. Rather, hybrid systems will be created for a higher level of effectiveness.
If you’re seeking ways to modernize and transform your office today, you should definitely consider AI introduction in a couple of strategic areas.
The paperless office transformation is one of the fields that can benefit profoundly from the implementation of an AI solution. Here are some of the main ways in which it will move the transition forward.
The Role of AI in the Paperless Office Transition
We’ve written about the paperless office transition before. Currently, an array of challenges stands in the way of 100 percent adoption. Regardless, striving to achieve the goal can contribute to much higher levels of effectiveness, reduced expenditure and a better overall reputation for the brand.
Machine learning and AI can help for the strategic aspects of the paperless transformation.
Artificial intelligence is smart technology that has the potential to “learn” through the accumulation and analysis of information. Based on this analytical ability, it can recommend the best approach or it can fine-tune existing processes to make them better.
Through machine learning, a business can easily identify the right workflows and digital processes to replace the current paper-based documentation.
The good news is that AI solutions are becoming more readily available than ever before. They’re accessible through brand new document management and online document storage solutions. Machine learning is even providing specialized assistance for professionals in particular departments – HR, bookkeeping, strategic planning.
Easier Processes, Less Cumbersome Transformation
At the time being, the paperless office transition can be cumbersome.
If a business doesn’t hire professionals to handle the most important processes, employees will need to engage in the sorting of data, systematization of paper-based documentation and its digital transformation.
Not only are such processes long and cumbersome, there’s also a massive risk of human error. Document-related mistakes are usually very costly because they contribute to retrieval difficulties or the loss of vital information.
AI solutions offer a systemic, simplified approach to the much-needed digitalization.
Document management systems that come with machine learning capabilities can organize the archive, enhance indexing and create workflows for the effortless retrieval of vital data afterwards.
Since these solutions simplify and speed up the introduction of the paperless office, many businesses may become much more willing to give such initiatives a try. On top of that, AI solutions are constantly becoming more affordable. These tools aren’t just limited to large enterprises. Even startups and micro companies can afford to employ a smart digitization solution today.
Effortless Personalization – The Biggest AI Asset
One very important aspect of digitization we need to mention is the fact that no two companies have the exact same document management needs.
Archives vary in terms of extensiveness and types of documentation. In addition, each enterprise has specific operational steps in place when it comes to archiving, data indexing and retrieving information as a part of everyday processes.
Machine learning offers a customized approach to the paperless office transition that will be difficult to access in another way.
As already mentioned, AI solutions evolve and learn on the basis of the data they’re being fed. In time, the system will become acquainted with the specifics of the archive and the most common data-related processes.
When enough data has been collected and analyzed, an AI solution will get to implement workflows and digital processes that are most in line with the specific needs of the organization.
A previous lack of tailoring has made paperless offices a challenge for companies within an array of industries. Today, a universal framework doesn’t have to be adopted. Each business can put together custom steps that the entire team will benefit from.
Even the Messiest, Largest Old-School Archives Can Be Transformed Within Hours
The power of contemporary technology is so immense that it can be used to digitize even the most extensive, chaotic, old-school paper archives.
Some companies have been around for decades. These enterprises need to maintain documentation spanning back extensive time periods. Digitizing such archives isn’t just a cumbersome process. It can be very expensive or impossible to achieve, depending on the nature of the documentation and the condition of the older files.
Automated digitization processes enable the creation of a new archive in a matter of hours. Once scanning is completed, the AI document management solution will employ its learning capabilities to make all of the data readily available and perfectly structured.
Even if you don’t feel ready to go 100 percent paperless yet, there are ways to bring modernity and effectiveness into your business. A simple switch to a new document management system can produce a massive change. The time is just right to consider such a step forward and once you see the positive effects, you’ll know that you’ve made the right decision.