AI vo správe dokumentov a riadenia procesov

Document management has moved from binders to digital systems, and today it is being reshaped by artificial intelligence. It already invisibly helps with data extraction, classification, and content summarization, opening the door to truly paperless processes. The key, however, remains order in the data and rigorous security.

From binders to digital: what has changed

For years, companies have been moving documents from paper archives into folders and document management systems with workflows and long-term archiving. The trend of recent years has pushed for as little printing as possible and for processes to be as paperless as possible. AI enters into this change, adding automation and accuracy where manual processing falls short. The goal is to find information faster, shorten processing time, and reduce error rates.

What AI actually delivers today

The first pillar is data extraction: from invoices, delivery notes, or receipts, key fields are automatically pulled out so they can be indexed and processed immediately. This is followed by automatic classification, which recognizes the document type and helps trigger the right process. Categorization is also improved—models trained on historical data decide whether a document should continue into the workflow, be archived, or sent to a designated location. The result is fewer manual interventions and greater consistency.

Duplicate detection in large repositories is also important, saving capacity and eliminating chaos. Content summarization makes it possible to quickly grasp long texts and save a clear summary along with the document. Thanks to language models, you can “ask” about the content in your native language even when the document is in a foreign language. And translation is no longer just generic—domain-trained models maintain the correct terminology, for example in legal or manufacturing texts.

Security, order, and the role of Konica Minolta

No automation works without order in the data and properly configured permissions. Repository cleanup, duplicate search, and strict access management are needed so that models don't expose sensitive information to unauthorized parties. It’s equally important to know where AI makes sense and where it doesn't—assessing the benefits is just as crucial as the implementation itself. A strategic step is also building your own models and creating AI-assisted documents.

Konica Minolta helps with the adoption of AI tools on the Microsoft platform and in document systems, for example in M‑Files with integrated intelligent features. It deploys solutions for data extraction from documents, conducts assessments of AI suitability, and prepares chatbots and custom language models. Alongside this, it is developing its own neural network for industrial video analytics and draws on a global research center in Brno. It combines experience from the Czech and Slovak markets into practical solutions that change how documents are handled.

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AI in document management and process management

From binders to digital: what has changed

What AI actually delivers today

Security, order, and the role of Konica Minolta

Aleš Fukal

AI in document management and process management

From binders to digital: what has changed

What AI actually delivers today

Security, order, and the role of Konica Minolta

Aleš Fukal

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