"Documento.Digital Chancellery" as artificial intelligence changes document flow

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Фото: iDi

Documento.Digital Chancery was developed by ID Management Technology as a response to these challenges. This is an intelligent software solution based on the'Documento'ECM platform using artificial intelligence technologies .

An important feature of the Digital Chancellery system is its autonomy. In other words, the Digital Office can work not only in close integration with Documento.EDO products, but also separately from other vendor products, for example, integrated with third-party EDMS, BPM or ERP systems.

The Digital Office system allows you to automate the processes of classification, registration and routing of documentation received by the organization. It is based on a set of modules using text recognition (OCR), artificial intelligence (LLM) and data enrichment technologies based on public and corporate information.

The main task of the system is to save employees from routine operations related to the initial analysis, subtraction and classification of incoming documents.

In addition, the Digital Chancellery system actually reproduces the functions of the office officer who registers documents: it automatically fills out registration cards, finds related documents and assigns all the necessary tags for correct routing and storage of information.

It is important to note that in terms of accuracy and speed of operation, the system is not only not inferior to manual labor, but also often exceeds it. For example, when processing incoming letters, it can independently determine which contract, project or accounting object the correspondence belongs to. It is difficult to constantly keep such details in focus even for an experienced registrar, especially with a large amount of correspondence.

When processing financial documents, the system automatically retrieves the details of the parties, amounts, invoice numbers and dates, and connects the document with the relevant counterparties and internal departments based on reference books. This eliminates manual input errors, speeds up the reconciliation process, and ensures consistency across the organization.

Thus, the Digital Chancellery does not just automate, but intellectualizes document flow, turning the flow of incoming papers into structured, verified and logically connected digital objects.

Key Features and Architecture

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Фото: iDi

Initially, a document received by the scanner or by e-mail automatically enters the incoming queue of documents, from where it is taken by the recognition module. This component is capable of working with a wide range of formats, including PDF, images and scans, and supports text recognition in Russian and English.

OCR Text Recognition Module

• Supports formats: JPEG, PNG, TIFF, BMP, PDF
• Recognizes text in Russian and English
• Multi-threaded and scalable as needed
• Converts files to PDF/A with a text layer
• Logs, including statistics and errors

After converting to a convenient format and extracting text information, the following module is connected - artificial intelligence.

Further, AI algorithms automatically determine the type of the incoming document and, depending on this, select parameters for its further processing and routing. The system supports an unlimited number of document types and subtypes that can be customized depending on the business logic of the organization. Accurate recognition of specific formats and scenarios requires further training of the model using real examples from corporate practice.

Once the type is defined, the system moves on to content mining. AI algorithms do not just read text - they recognize the structure of the document, highlight significant elements: headers, tables, fields, signatures and other key components. Based on the extracted information, a structured JSON file is formed, suitable for subsequent integration and registration. Each attribute is assigned a confidence factor, which allows you to accurately assess the reliability of recognized data and, if necessary, initiate manual verification. In this case, the process does not stop at the extraction stage - the system continues to work with data, moving on to the intelligent enrichment stage.

The next stage is data enrichment. Using open information, as well as internal directories (for example, employees, branches, counterparties), the system complements the extracted information with missing attributes such as TIN, legal address, internal identifiers, project names and other values ​ ​ that are significant for accurate registration and tagging.

As a result, an enriched JSON file is formed, on the basis of which the system automatically creates a document card in the target system (for example, in the EDMS), registers it and routes it to the responsible persons.

Thus, from the moment of admission to the setting of the task, the performer takes only a few minutes - without the participation of a person.

This approach not only radically reduces the processing time of documents, but also increases the accuracy and transparency of all operations. All actions are recorded in logs, and the percentage of confidence in choosing a reference book or attribute helps to assess the reliability of the result. Already at the first stage of implementation, the system allows you to optimize resources, reduce the burden on workflow management departments and avoid human errors.

Information you can rely on

The key effect of implementing the system is to significantly improve the quality of analytics and document search. With automated attribute retrieval and enrichment, Documento.Digital Chancery provides much more complete and accurate registration card filling than manual input. In practice, this means that the system is able to process and store dozens of parameters - from the type of document and counterparty to related contracts, projects, departments and even topics of circulation.

Many of these fields in traditional scenarios are either partially filled or completely ignored by employees due to high labor costs and the human factor. In automatic mode, these restrictions are removed: the system sequentially, without failures, extracts information, referring to directories and internal data sources, and forms an exhaustive information view of each document. As a result, organizations get a fundamentally new level of access to data: advanced search becomes truly convenient and accurate, and analytical reports are more deeply developed and informative.

The accumulation of complete, structured data sets also lays the foundation for the implementation of advanced BI analytics tools, process monitoring and management decision-making based on objective information.

Effects and benefits

• Reduce time to register documents through automation
• Improve the accuracy of data extraction and comparison with internal reference books
• Improve search with full-text indexing and 100% text recognition, as well as extracting additional attributes and tags
• Integration with 1C, EDMS, CRM and other internal IT systems
• Flexible architecture that scales easily to meet your organization's needs

But the most important thing is that the Digital Chancellery lays the foundation for the further intellectualization of document management.

Conclusion

"Documento.Digital Chancery" is not just a document registration system. This is an intelligent assistant that minimizes routine work, reduces time and improves the quality of document flow in the organization. By using AI and enriching data from reference books, the product becomes an important link in the digital transformation of document management processes.