Artificial intelligence (AI) is a technology that combines machine learning, automated image and speech recognition, and data analysis. AI models can analyze large volumes of information in a very short time, draw conclusions, make decisions, and interact with their environment.
This opens broad opportunities for applying AI in various software solutions aimed at optimizing key business processes, increasing efficiency, and boosting overall profitability.
One of the most effective areas for AI application is document processing — especially when it comes to routine tasks typical of traditional document workflows. Sorting, classification, data extraction, and transferring information into an accounting system — all these tasks are time-consuming, labor-intensive, and prone to errors and duplication when done manually.
In contrast, modern electronic document management systems (EDMS) automate these processes with the help of Azure AI services, which handle data extraction and processing. Thanks to AI-powered text recognition, document processing time can be cut in half while accuracy reaches up to 88%.
Important: The implementation of AI in document management is not just automation. It’s a fundamental rethinking of how we approach working with documents — aimed at increasing speed, accuracy, compliance, and ultimately, strengthening an organization’s information security.
Let’s take a closer look at how it works.
Azure Document Intelligence — A Game Changer in Modern AI Document Management Systems
Azure Document Intelligence is an Azure AI service designed for automated AI document extraction and processing, transforming unstructured data into valuable business insights.
Key capabilities of Azure Document Intelligence in the context of AI document processing and automation include:
- Capturing documents from various sources and processing them according to specific business process requirements.
- Analyzing incoming documents using metadata recognition and performing AI document classification and document sorting with AI.
Key Use Cases for Intelligent Document Processing Solutions
If you’re looking beyond simply digitizing paper documents and aiming to implement a full-fledged AI document management system that aligns with your business processes and enhances your company’s competitiveness, here are the main use cases for AI document processing solutions:
- An AI-powered document recognition program can automatically populate templates using data pulled from internal systems such as ERP, CRM, or SharePoint.
- AI for document processing in real time can verify documents against required structure, current legislation, or internal company policies; check consistency between documents; and detect sensitive or confidential information (e.g., when reusing a contract originally created for one client with another, it’s essential to ensure all sensitive data is fully removed).
- Software for intelligent document processing can provide smart search functionality, allowing users to quickly locate a needed section in a multi-page document.
Important: Generative AI understands context, so you don’t need to quote text word for word — simply describe what you’re looking for in your own words.
- An AI document extraction solution can serve as an excellent proofreading tool, checking documents for style, spelling, punctuation, duplicate content, and semantic inconsistencies.
- An AI-powered platform for intelligent document processing is an invaluable assistant when it comes to handling information requests, as it can analyze large volumes of data quickly and efficiently.
AI for Document Processing: Common Use Cases
An AI document management system is a powerful automation tool that helps businesses save time and resources, improve data processing accuracy, and ultimately boost key КРIs and increase profitability.
Today, AI document processing and AI document classification technologies are most commonly used to handle:
- Incoming and outgoing documents: automated classification, routing, and archiving of emails and documents.
- Contracts: AI document extraction to capture key terms, dates, and details, accelerating approval processes and reducing risks.
- Invoices and work completion reports: standardizing financial documents and automatically syncing them with accounting systems.
- HR documents: processing orders, applications, and personnel records in accordance with labor regulations.
- Regulatory reporting: structuring reporting forms and preparing them for submission to regulatory authorities.
- Digital manuscripts: archiving and organizing digital libraries efficiently using a solution for intelligent document processing.
Real-Life Example of AI for Document Processing: Emaar
A great example of the benefits of AI for document processing is how Emaar, a luxury shopping mall located in Dubai’s prestigious district, used Azure Document Intelligence to save 8,000 staff hours each month by automating manual tasks.
The company implemented AI document extraction via Azure Cognitive Services to power its unique customer loyalty program. This program allows shoppers to collect points that can later be redeemed for purchases within the mall or rewards from partners. Points are credited once the shopper uploads a receipt via the mobile app.
Given that the mall serves over 80 million visitors annually and includes more than 1,500 stores, manual data entry from receipts was highly time-consuming.
However, within just six months of introducing AI-powered document processing, Emaar managed to reduce document handling costs by more than 50%.
How AI-Powered Document Management Is Implemented in SmartPoint DMS
SmartPoint DMS is a comprehensive AI document management system designed to streamline and automate all business processes that involve document review, approval, and sign-off. By integrating Azure Document Intelligence, the solution significantly boosts efficiency and reduces manual effort.
SmartPoint DMS leverages AI document processing technologies to extract text from scanned document images. These may be files received via corporate email or uploaded to a secure directory containing scans or photos of documents.
Using Azure Document Intelligence, the system processes these images to extract a wide range of metadata required by the electronic document management system for further work with the digital copy.
This means that the system not only stores a document as an image or PDF but also automatically extracts key information — such as title, dates, names, and document numbers — and uses it to generate a structured document card.
This software for intelligent document processing (IDP) can either register documents automatically or offer the option of manual registration, depending on business needs.
Once registered, the system can automatically notify the document initiator — the person who created or submitted the file.
Want to learn more? Access the recorded webinar “AI Technologies in Document Management: Use Cases and Future Potential” here.
SmartPoint DMS as a Cutting-Edge Intelligent Document Processing (IDP) Platform
In building its proprietary solution for Intelligent Document Processing, the SMART business team thoroughly analyzed global trends in electronic document management systems (EDMS), assessed the available platforms in the Ukrainian market, and identified the specific needs of modern businesses.
The result is SmartPoint DMS — a modern, AI-powered platform for document processing that enables companies to:
- Ingest document images from various sources (scanned copies, email, or secure folders);
- Digitize documents when needed;
- Recognize text and extract key metadata automatically;
- Classify documents using AI algorithms based on that metadata;
- Process the extracted data according to specific business workflows;
- Automate subsequent actions when necessary — such as registration, approval, or archiving.
Key AI Capabilities of SmartPoint DMS Document Management
Businesses have already experienced the benefits of SmartPoint DMS as an AI document management system, including:
- Extensive device support: The platform’s scanning technologies are compatible with most modern scanners;
- Flexible input options: The system processes both scanned documents and digital images, including photos received via email or from secure directories;
- Multilingual metadata extraction: Text recognition and metadata extraction work equally well for documents in both Cyrillic and Latin alphabets — which is especially useful for companies dealing with international contracts;
- Automated registration: Documents can be automatically registered within the electronic document management system or stored as structured records in the registrar’s dashboard;
- Approval automation: Based on the metadata extracted from documents, SmartPoint DMS can automatically initiate the approval workflow in line with corporate procedures.
AI-Enhanced Electronic Document Management Systems — One More Competitive Edge for Your Business
According to research by McKinsey, the adoption of generative artificial intelligence in modern automation solutions can drive annual productivity growth of 0.5% to 3.4%. This clearly demonstrates the real potential of AI technologies as a tool for boosting efficiency across a wide range of industries.
Within this context, electronic document management systems integrated with AI services — such as Azure AI for automated data extraction and processing — stand out as some of the most practical and promising solutions. These systems are vital for organizations aiming not only to streamline their document workflows but also to enhance operational resilience, accuracy, and scalability.
The key advantage of AI-powered document analysis lies in its ability to significantly reduce manual operations, increase the accuracy of data processing, and deliver consistent operational performance. With metadata extraction fully automated, these systems help speed up document registration and approval processes while ensuring full compliance with business rules, internal policies, and regulatory standards.
Implementing an AI document management system is not just a step toward digital transformation — it’s a strategic investment in the resilience, agility, and competitiveness of your business in an environment of ever-growing information volumes and data handling demands.
