The storage room filled with banker’s boxes isn’t just a trope but a familiar sight at many organizations. Despite technological advances in data storage, keeping physical records around may be necessary for all kinds of reasons. And for older organizations, there’s also the historical value of having a copy of records that predate the digital age.
Storing these documents is one thing; trying to glean useful information from them is another. Enter Google’s Document AI: a data capture platform creates a digital copy of your physical records and makes that information readily available to your organization. You get access to everything you’d been digging through storage for—quickly and with features that help it deliver more to you. Here are three reasons you should uncover the data mine hidden in your paper records.
Reason #1: Google’s Document AI Puts Data from Physical Records at Your Fingertips
Document AI is like that person in the office who always knows immediately where anything of value lives, but better, faster, and more accurate. Once your physical records have been scanned into the system, they will automatically be processed into searchable data. But that’s not even the best part.
Because this system is powered by Google’s natural language processing software, it can use pre-trained models to identify high-value documents. It can even capture images from your physical files to extract the data contained therein. Forget the desktop scanners of the early 2000s; this is artificial intelligence transforming your physical records into data you can find—and use—almost immediately.
Reason #2: Document AI Helps Your Team Make Better Decisions
Successful organizations know that accurate data is foundational to making the right decisions. If physical records are hampering your ability to find the information you need, those decisions will suffer because they’re being made with incomplete information.
Document AI solves that problem by turning your physical records into an easily searched database that your users can access. They don’t even have to be in the building—and at a time when more workers than ever are working remotely, that offers a major advantage to your team. Document AI can enable a remote workforce that would have otherwise had to operate by a paper-driven process, and they’ll work faster to boot.
Because this is Google, it gets even better. The images and data in your physical files are probably largely unstructured. Document AI takes that information and actually extracts the structured data, making the whole process that much more efficient.
And that’s the truly remarkable thing. Document AI doesn’t just create digital copies of your physical records. It actually improves the quality of those records as part of the capturing process.
Reason #3: Document AI Is Backed by Google’s Security Standards
Physical records often contain deeply sensitive information, whether that be in the form of patient files in healthcare systems or government-stored tax filings. In an era when data breaches make regular headlines, the last thing you want is to expose your sensitive records to a security risk by digitizing them.
Fortunately, Document AI is supported by the state-of-the-art security standards that Google is known for. These protocols will ensure that this data will only be accessible to authorized users. Sensitive information stays safe, even as it is made more readily available to inform better decisions.
And these are only a few of the advantages this platform has to offer. If your organization is ready to get more from the data buried in paper records, Google’s Document AI is a great place to start.
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