For a long time, a document reached the end of its journey when someone archived it. Today, thanks to document data extraction, that can be just the beginning.
In addition, Artificial Intelligence makes it possible to extract and structure the information held in documents and use it automatically elsewhere in the organisation.
In other words, a certificate, a report, a technical data sheet, a piece of evidence or a record no longer has to be just a file to consult and can start to feed:
- Databases
- Reports
- Indicators
- Dashboards
- Validation processes
- Control and decision mechanisms
Why document data extraction matters
For me, therefore, this is one of the most important developments in document management.
That is because it reduces manual tasks, avoids duplicated information and lets data flow faster, more consistently and more usefully.
In practice, information no longer stays “locked” in the document.
Instead, it goes straight into the processes that need it.
The impact on HSE
For example, in HSE, where there is a high volume of documentation and a constant need for control, this capability can make a very significant difference in efficiency, traceability and information quality.
As a result, the document is no longer the end of the process. It starts to feed the system.
In fact, this is the change I consider truly relevant: turning documentation into data that works for the organisation.
See also: The future of AI in document management platforms and Automation in document management: Simplifying processes and saving time.
When documents contain personal data, document data extraction must comply with the GDPR and the guidance of the Portuguese Data Protection Authority (CNPD).