For many years, organisations saw document management mainly as a way to store, organise and look up documents. Today, however, with automatic information extraction, that is no longer enough.
In fact, documents contain information that is critical to operations: dates, requirements, statuses, entities, values, evidence, references and many other elements that can support decisions, control and compliance.
Therefore, that is precisely the vision we set out to bring to this new generation of document management.
Automatic information extraction with artificial intelligence
Using artificial intelligence, the platform can automatically extract the information contained in documents and turn it into structured, usable data.
As a result, it reduces manual tasks, cuts transcription errors and speeds up information processing. For me, however, the most important point is a different one:
we get far more value out of every document.
In this way, information no longer stays “locked” in a file. Instead, it can feed processes, reports, indicators and decision-making mechanisms.
Benefits for operations
In practice, this means:
- Less manual data entry
- Faster document processing
- Structured, reusable information
- Greater consistency and control
- Data available for analysis and reporting
- Better decision support
The impact on HSE
For example, in HSE, where the volume and variety of documents are high, this capability can make a very significant difference.
In other words, the document is no longer just a file. It becomes a source of information.
Finally, this change of logic is what I find truly relevant: using technology not just to manage documents, but to turn documentation into useful knowledge for the organisation.
See also: Documents that automatically feed databases and reports and The new generation of document management: What changes in practice?.
When documents include personal data, automatic information extraction must comply with the GDPR and the guidance of the Portuguese National Data Protection Commission (CNPD).