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Optimized Document Management with ChatGPT: Automatic Text and Metadata Extraction

Written by Ana Canteli on October 30, 2024

Document Management Has Evolved Significantly in Recent Years with the Introduction of New Technologies Such as Artificial Intelligence (AI). This transformation is key for companies aiming to improve efficiency, automate tasks, and reduce time spent searching for and managing information. In this context, ChatGPT, an advanced artificial intelligence agent, has proven to be a valuable tool for tasks such as text extraction, summary generation, and metadata extraction in an automatic and efficient manner.

Why Artificial Intelligence Is a Good Idea for Document Management

Companies generate an immense amount of documents daily, from contracts and electronic invoices to reports and business content. Effectively organizing this information is essential for smooth daily operations. However, manually searching, storing, and classifying documents can be tedious, economically costly, and operationally challenging due to the potential for errors.

When integrated into document management systems, AI provides a time-saving tool that boosts productivity. Key improvements AI brings include:

1. Automating repetitive tasks, like document classification.
2. Intelligent data extraction, reducing human error.
3. Enhancing collaboration through centralized, quick access to documents.
4. Reducing search times with advanced, metadata-based search tools.
5. Secure document management, ensuring compliance with security standards and regulations.
6. Virtual assistants that provide quick responses regarding document content.

New Advances in OpenKM and ChatGPT Integration

The integration of OpenKM with ChatGPT has made a significant leap, adding new features that further streamline intelligent document management. Recent improvements allow users to ask questions directly about the content of documents stored on the platform, with the AI providing accurate and coherent responses.

Additionally, the integration now enables text extraction from digital, typewritten, or handwritten documents through advanced optical character recognition (OCR) technology. Extracted text can be processed by ChatGPT to generate automatic summaries stored in the system’s Description section, a recommended practice by standards like ISO 15489, which suggests providing a file summary to improve information management and retrieval in document repositories.

ISO and Document Description

ISO 15489 is one of the main international standards governing document management. Among its recommendations, it emphasizes the importance of clear and precise document descriptions to enhance accessibility and efficiency in use. By incorporating automatically generated descriptions from ChatGPT, users can quickly understand a file’s relevance to their specific tasks, saving time on unnecessary searches.

Metadata Extraction for Invoices

One of the most innovative features of this integration is ChatGPT’s ability to automatically extract metadata from invoices. The system identifies and processes key information such as invoice number, date, supplier name, and total amount, automatically populating the metadata fields defined in OpenKM. This automation not only optimizes invoice management but also ensures that critical information is always available and correctly organized within the system.

By combining this metadata extraction capability with other OpenKM features like advanced search and workflow automation, companies can efficiently manage the document lifecycle. For instance, a finance team can quickly process electronic invoices, generate reports, or make decisions based on accurate information without needing to perform manual tasks.

Practical Use Cases for OpenKM and ChatGPT Integration

Integrating ChatGPT into document management offers countless practical applications that can significantly improve a company’s workflows. Here are a few examples:

• Electronic Invoice Processing: The system automatically extracts metadata from each received invoice, such as the total amount, issuance date, and supplier, and stores it in the corresponding fields in OpenKM. This speeds up accounting tasks and reduces errors.
• Efficient Document Search: With ChatGPT-generated summaries stored in the Description section, users can conduct precise searches within the system, quickly finding the documents they need instead of manually reviewing each file.
• Automatic Report Generation: The AI can provide data from multiple related documents, and OpenKM generates reports synthesizing the most relevant information, saving teams time and improving decision-making.
• Secure, Accessible Storage: Documents stored in OpenKM remain secure, while the ability to ask ChatGPT questions about their content offers a new level of interactivity, allowing employees to quickly access the information they need.

Conclusion

The use of ChatGPT in document management with OpenKM represents an important step towards automation and workflow optimization. The ability to extract data and generate automatic summaries improves information organization, while invoice metadata extraction streamlines administrative management. This type of AI technology not only saves time but also becomes an essential tool for any organization seeking to increase efficiency and improve control over its document repository.

If you want to learn more about how this integration can save time and resources for your company, don’t hesitate to contact us for a personalized demo.