Automatic document classification: how does it work?

What is automatic document classification?

Automatic document classification is a technology based on artificial intelligence and machine learning that makes it possible to sort, organize, and categorize documents without human intervention. It relies on algorithms capable of analyzing the content of files to assign them a relevant classification.

This approach is particularly useful for businesses and administrations managing a large volume of digital documents. Thanks to tools like the OCR IA (optical character recognition coupled with artificial intelligence), it is becoming possible to process various formats (PDF, images, emails...) and to extract key information.

How does an automatic classification system work?

Step 1: Pre-processing documents

Before any classification, documents should be prepared. This step consists in cleaning the data, eliminating duplicates and converting the files into a format that can be used by the algorithm (plain text, structured metadata, etc.).

Step 2: Extracting characteristics (text, layout, metadata...)

The AI analyzes each document by identifying the distinctive elements:

• The textual content or the handwriting via optical character recognition (OCR).
• The layout and structure of the document.
• Metadata (dates, authors, references...).

Step 3: AI machine learning or OCR models

Once the characteristics are extracted, they are used by machine learning models to recognize patterns and classify documents into predefined categories. AI OCR refines these results by identifying information that is specific to each document.

What types of documents can be automatically classified?

Automatic classification applies to a wide variety of business documents. Here are some concrete examples of use cases:

What are the benefits of an automatic classification solution?

Automating document sorting brings several benefits:

• Time saver : Reduction of repetitive tasks.
• Accuracy improvement : Fewer human errors.
• Securing data : Better access and storage management.
• Optimizing business processes : Faster access to essential information.

Concrete example of a classification process with Koncile

Koncile is an innovative solution using AI OCR to automate document sorting. Its system analyzes and classifies files in real time, facilitating their exploitation. For example, a company that processes hundreds of invoices per day can rely on Koncile to organize them by supplier, amount, or date of issue, without human intervention.

Conclusion: when to deploy an intelligent classification solution?

The integration of an automatic classification solution is particularly relevant for organizations handling a large volume of documents and seeking to optimize their document management. Whether for reduce costs, improve Productivity or reinforce regulatory compliance, automation offers an undeniable competitive advantage.

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