Ai Capture uses Artificial Intelligence to automatically and intelligently classify documents for you, name them correctly and save them in the right location.
Traditionally a time consuming process, classifying documents ensures that everything is in the right place and the right information is kept in the business. When done correctly, it can help ensure that files are easy to find and things aren’t misfiled, however, people make mistakes!
This can stem from misfiling a document meaning it doesn’t go into the right business stream to not realising the true value of information hidden in a document and therefore misplacing it, disposing of it or again, misfiling it.
While this doesn’t necessarily sound too bad, as in some cases the document is still filed, just wrongly, searching for the correct document is a huge waste of time.
Ai Capture aims to remove the errors from this process and further still, give time back to employees in the business by ensuring all documents coming into the business are named correctly and put in the right place.
How a leading law firm saved over 4 days per employee per year with Ai Capture
When an assessment was carried out at a leading law firm, the document classification process was examined to find that it took the firm a minimum of 12 individual steps and 14 minutes to scan, name and store a document.
This process included:
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Adjusting the settings for the document at hand
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Scanning to email
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Renaming the document
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Identifying the correct location in line with the content of the document
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Storing the document to CMS/file structure
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Emailing stakeholders to let them know that it has been stored to take action
It’s a great example of how manual digitalisation can be a long process and in some companies is skipped entirely (although we don’t recommend this!). Not only is this process time-consuming, there is also a lot of scope for human error, resulting in a number of documents being misfiled or lost.
Time-poor paralegals and high earning solicitors spent valuable man-hours storing and searching for information - amidst piles of physical paper and on digital mediums.
Having identified the current process for document classification and storage, the law firm decided to look into digital alternatives and automated processes to try and save time, and in the longer term, cost.
By implementing Ai Capture, the solution automatically processed the contents of the documents based on content, classified it accurately, indexed and stored it to the correct case reference, all with the use of the latest artificial intelligence technology.
With this solution in place, scanning now involves only 4 steps and 2 minutes - reduced from 12 steps and 14 minutes per job. Finding a document could take between 10 to 15 minutes previously, but with the new solution, users can find documents almost instantly. This resulted in an average saving of 4.7 days per year per employee.
Most importantly, the extracted information could also be used in automated workflows to complete tasks without manual intervention in any business unit - from invoice processing to automated incoming mail distribution extending the ROI.