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Document Management and ChatGPT

Written by Ana Canteli on April 24, 2023

Chat GPT has become very popular because, among all artificial intelligence language models, it is available from various online platforms, making it more accessible than other alternatives. The chatbot has been used for research projects and integrated with other apps, which has brought it greater popularity, translating into more trust from the general public.

 In addition, the influx of users improves the program's perceived quality, as it increases the database, contributing to the improvement in the accuracy and efficiency of the tasks entrusted to it.

 Chat GPT is an artificial intelligence program that can understand and produce text like humans. It has been designed to process and generate natural text in -for now- English, Spanish, French, German, Italian, Portuguese, Chinese, Japanese, Korean, and Arabic.

 It is prepared to answer questions, generate and translate text, and solve mathematical problems (from basic equations to advanced calculus), programming problems (such as code errors and algorithm development) and business problems (extensive data analysis, project planning, and resource management).

Artificial intelligence (AI) is a branch of computer science that focuses on developing systems and programs to perform tasks that typically require human intelligence. It is based on algorithms and mathematical models that allow computers to process large amounts of data to perform tasks such as identifying patterns, recognizing images, understanding natural language, or making decisions based on available information.

Natural language, an area of research in AI, refers to any human language used to communicate with devices or software (computers, smartphones, virtual assistants, chatbots, etc.). These are used to communicate with computer systems as one person would communicate with another. In computing, natural language is used in various applications, such as text generation and processing, speech understanding, and text-to-language translation. Natural language processing (NLP) systems analyze and understand written or spoken natural language and then translate it into a format that computer systems can process.

Chat GPT can play an essential role in document management by providing a tool for natural language understanding and data analysis.

OpenKM has developed an integration with the chatbot to generate document summaries.

OpenKM's document management software is the basis of any document management system in any organization.

With OpenKM, companies of any size and sector can manage, organize and control the entire lifecycle of their documents, from creation, capture, storage, retrieval, distribution, use, and preservation to document disposition (disposal or permanent retention). And by documents, thanks to technological advances, we mean any content: electronic records, digitized documents, e-mails, databases, or online documents, to name just a few. Thanks to OpenKM, organizations ensure that documents are available to people with the right to access them at the right time so that the information in the system can be used to fulfill its purpose, in compliance with applicable regulations and laws, under document security conditions.

OpenKM's document management software has been designed under the most demanding international document management standards. One of the requirements of these standards - ISO 215-1:2018 "Information and documentation - Summaries for information retrieval and document management - is the creation of document summaries to facilitate file management for document management users. This task can be alleviated thanks to OpenKM's integration with Chat GPT, which, through natural language processing, can analyze the content of a document and generate a summary that complies with the principles established by the standard.

However, it is worth pointing out that, as in all tasks performed by the chatbot, the quality of the summary generated by Chat GPT will depend on the quality of the original document and the degree of training of the language model used by the AI assistant to create the summary. Therefore, human intervention is recommended to validate and review the generated outline.

If you are interested in this or any other OpenKM integration with third-party applications, please do not hesitate to contact us.