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Records management can be a cumbersome process, and for high-volume use cases like municipalities and healthcare providers, this can represent hefty labor and storage costs. Naturally, this means that record-keeping automation opportunities provide a lot of potential value for businesses looking into more innovative software tools.
AI records management is the next evolution in business process automation for businesses that require a high volume of records. New technologies like AI and machine learning (ML) have allowed software tools to carry much more of the load for businesses than they could before, including extracting and organizing information from older records with handwritten or otherwise compromised text. This reduces the strain on employees and the costs of existing business processes, as well as the costs of scaling your business or organization.
In this guide, we will cover:
- AI records management use cases
- The benefits of AI records management
- The best AI records management deployment strategy
To better illustrate the value of modern record management tools, we’re going to dive into each in deeper detail.
AI Records Management Use Cases
Records management automation may seem a bit self-explanatory, but AI technology certainly isn’t. By enabling software tools to perform rules-based tasks automatically, and simultaneously check all data managed by a near-infinite number of different criteria, records management can be automated, audited, and centralized simultaneously with one single tool.
As an expert data outsourcing service provider that leverages cutting-edge AI and ML technology, we have extensive experience applying AI record management to organizations spanning a wide variety of industries. We have even helped municipalities and other non-commercial organizations, so we understand the needs of public organizations as much as private ones. In our experience, these are the most common AI records management use cases that our clients value in both software tools alone, and in our full-service outsourcing:
| Records Data Extraction with ML-Paired OCR | ML-powered Optical character recognition (OCR) technology allows software tools to read text from any vital records or other documents—typed or handwritten—and index their data for searchability and organization. This means that scanned records don’t just are no longer just images in a database; their text becomes fully indexed, meaning it can be copied, pasted, and searched by both internal staff and external users if appropriate. |
| Automatic Record Data Capture and Organization | Once records are indexed by the OCR technology, AI records management software can utilize machine learning to learn how to identify the type of record it is reading and where to input the data within, even for records that include information that needs to be stored in multiple sections of a database. This allows information stored in records to be captured and organized automatically and accurately. |
| Cloud Storage | Full-service records management partners often offer cloud storage, which can drastically reduce the need for space and resources necessary for on-site data storage. This saves businesses and other organizations money, reduces the strain on their IT teams, and makes stored data easier to access during weather emergencies that could cut power to local servers. |
| AI-Secured Records | Data outsourcing teams that leverage AI tools leverage AI-automated data security, which ensures that security best practices are applied consistently and flags for potential breaches automatically. Some data security processes can even be automated with AI, like record labeling and permissions management to ensure privileged records are only seen by those with the proper credentials. |
| Centralized Records Database | Records management spans a number of industries, but almost all organizations that rely on it benefit when all vital records can be searched for and indexed within a centralized database. This helps firms that only allow internal staff to view their records, but can be even more valuable for municipalities and other orgs that seek to improve access to vital records for their constituents, clients, and users. |
| Expert Data Teams | The most materially valuable aspect of data outsourcing is the access to a third-party data team that your organization doesn’t have to hire, train, or manage. These expert data staff are ready to apply the best technology in the most valuable ways the moment your data partnership begins. |
Benefits of AI Records Management
Use cases for new technology are only as useful as the benefits they provide for your company. While knowing what a new technology does is helpful, justifying investment requires knowing exactly what your organization stands to gain from taking the next step.
The following are the most commonly cited benefits of AI records management and full-service data capture for our clients:
| Faster Record Data Capture | AI data software can store data from vital records near-instantly. As records are scanned, their data can be stored immediately, without requiring manual data entry staff to pull up a single record. This allows that same staff’s time to be spent on tasks that require more of a human touch than simply reading and entering data from a document. |
| More Reliable Records Data | ML-paired OCR is far more accurate than manual entry, and it frees up time for your staff to audit data. This means that data accuracy is far more consistent and easier to verify. |
| Indexable Handwritten/Older Documents | The most valuable feature of modern ML-powered OCR technology for records management specifically is its ability to extract data from older documents, even those that are handwritten or have text that has been worn out or occluded over time. |
| More Secure Records | As mentioned in the previous section, more consistent application of data security measures and automated flagging improve the security of any records that are managed by newer AI software. This benefit is compounded by expert data teams that make the extra effort to learn exactly how your records need to be handled, and can audit them for security themselves. |
| Centralized Data Access | Cloud-based storage and automated record indexing make it easier for both internal staff and external users to access data, and make it cheaper for organizations to store it. |
| Scalability Without Hiring More Staff | For organizations that are looking to grow, or are going to grow whether they plan to or not, being able to scale without worrying about hiring an endless supply of data staff saves time, money, and peace of mind for leadership. |
These benefits improve organizations’ ability to capture, organize, secure, and access data from vital records. Essentially everything that records management processes set out to accomplish is improved by automating it with AI, and these improvements are unanimously compounded by leveraging a full-service outsourcing partner.
Best AI Records Management Deployment Strategy
While AI records management software tools can provide valuable results for businesses on their own, partnering with a full-service data management company can make this process truly transformative. By leveraging expert teams that already know exactly how to pilot this cutting-edge technology, businesses can save onboarding time and extensive investment in their own data teams and infrastructure.
As a result, outsourcing to a third party is the best way to improve records management, providing all of the benefits of AI technology alongside services like cloud storage and records data organization. This gives organizations access to more cost-effective records management tools and a team with built-in expertise on how to operate them. So, record-reliant organizations can simply send over their scanned records, and watch as their database is filled with all of their information.
When selecting a full-service records management provider, executives in these organizations should seek out a partner that:
- Offers the most advanced data technology
- Provides support that aligns with their working hours regardless of where they operate
- Stores data in an easily auditable database with transparent operation
- Prioritizes data security
- Has experience working with enterprise-level businesses across multiple industries
Without these features, organizations can’t be confident that their outsourcing partner will be able to achieve truly transformative outcomes and increase access to vital records as effectively as possible.
Outsource Records Management with iTech
We at iTech pride ourselves on our cutting-edge machine learning OCR software, top-of-the-line onboarding experience, and ongoing support. We also offer 24/7 access to support personnel and senior account managers to maximize visibility and peace of mind, eliminating the “black box” approach to outsourcing.
To learn more about AI records management, fill out the contact form below.
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IDS Commander iTech2021
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