Best AI Document Management Systems

Document management is a core function of enterprise businesses, and AI has enabled software developers to automate nearly the entire process. AI tools are highly complex, though, and so most are specialized in automating a specific part of document management, with very few equipped to handle comprehensive automation.

So, to help businesses find the best AI document management system for their use case, we have analyzed over 30 of the most well-regarded systems in the industry and ranked them based on the following criteria, taking care to include platforms that suit every major document management need:

• Value Score: A 1.0-5.0 score created using our algorithm that considers the platform’s functionality, quality (based on reviews from reputable review sites and customer testimonials), ease of integration, and total service offerings available from the developer. These are then compared against their pricing to come up with a score meant to capture their dollar-for-dollar value.
• Data Capture Automation: Data capture automation is the single biggest cost-saver when it comes to document management systems, and so the best platforms will provide this feature to reduce the cost of hiring and maintaining data entry staff.
• Document Generation: Businesses that need to draft many contracts, proposals, or other similar documents may value automated document generation. As a result, we log whether a program can accomplish this and give an edge to systems that can.
• Document Outsourcing Services: For enterprises, the ability to take hands completely off the wheel and have the entire document management process handled for them becomes extremely valuable. As a result, we give ultimate priority to companies that provide comprehensive outsourcing.

We also describe each platform’s functionality and focus more specifically on how each system helps businesses understand their purpose. Below are our rankings of the best AI document management systems after considering all of the factors above:

The Best AI Document Management Systems

iTech

iTech is a full-service data outsourcing company that offers cutting-edge AI technology and world-class data staff to completely automate the document management process. Firms that work with iTech can simply send in their scanned documents and watch as their secure cloud database is filled with all of the data, fully indexed and organized. They can accomplish this with just about every type of document, including large format images like blueprints and engineering drawings, and their innovative machine learning OCR can even index handwritten notes and lists from these documents.

As a result, iTech provides the highest level of value on the list, particularly for enterprise firms, municipalities, healthcare providers, and other high-volume document management use cases. While they don’t cover document generation, simple and cheap options exist to add this functionality in a more modular capacity, so the value of comprehensive outsourcing more than makes up for it.

• Value Score: 4.8
• Data Capture Automation?: Yes
• Document Generation?: No
• Document Outsourcing Services?: Yes
• Functionality and Focus: Full-service AI data capture outsourcing with support for every document type
• Contact: iTech website

UiPath

UiPath is an AI robotic process automation (RPA) software platform that offers a wide variety of enterprise functionality, with data management being just a part of what it can accomplish. Their data automation includes data capture automation, workflow automations, document indexing, and document organization, much like the iTech platform. The only downside is that it must be piloted by client company staff, and they do not offer comprehensive data outsourcing, which means the onboarding process will be longer and require more staff. They do offer document generation, though, which can be helpful in making up some of that value.
Overall, UiPath is a great option for businesses looking to leverage software in-house as opposed to outsourcing.

• Value Score: 4.6
• Data Capture Automation?: Yes
• Document Generation?: Yes
• Document Outsourcing Services?: No
• Functionality and Focus: AI Robotic process automation (RPA) software platform with a wide variety of automations, including document management.
• Contact: UiPath website

PandaDoc

PandaDoc is a document management platform with a greater focus on document generation and organization. For firms that deal with a lot of contracts or other signable documents, PandaDoc automates document management through the entire lifecycle of contract creation, management, tracking, and eSigning. While they don’t offer data capture automation, they provide solid value to firms that expend more resources on outgoing documents than incoming ones.

• Value Score: 4.3
• Data Capture Automation?: No
• Document Generation?: Yes
• Document Outsourcing Services?: No
• Functionality and Focus: AI-driven document management and generation platform for businesses dealing with a high volume of contracts or similar docs.
• Contact: PandaDoc website

HotDocs

Hotdocs is another document generation-focused management system and one of the first tools like it. We’ve added them to this list because they offer many of the same compelling features as PandaDoc, but have become a mainstay due to being an innovator in the AI document generation space. The HotDocs system can both automatically generate individual documents, and create templates based on commonly-used documents to allow staff to plug in vital details that often change. The only reason they are behind PandaDoc is that, as the older platform, they don’t offer as many innovative document management workflow features as PandaDoc does, according to reviewers with experience using both.

• Value Score: 4.1
• Data Capture Automation?: No
• Document Generation?: Yes
• Document Outsourcing Services?: No
• Functionality and Focus: Document organization and generation automation platform with AI functionality
• Contact: HotDocs website

Google Drive

To ensure all businesses that come across this list can find a system that meets their needs and budget, the last two options on this list are simpler document management systems with limited AI functionality and are free to a point, and cheap past that point. Google Drive is the best of these “basic” document management systems, and many are already familiar with its fundamental functionality.

Google Drive allows companies and individuals to organize and manage documents of all formats, and provides some drafting assistance through Google Gemini, which can create documents based on commonly used templates and summaries provided by the author. It can also summarize any documents within a drive to make it easier for staff to quickly gather information from longer docs.

• Value Score: 3.9
• Data Capture Automation?: No
• Document Generation?: Assistive Only
• Document Outsourcing Services?: No
• Functionality and Focus: Document management platform with AI drafting assistance and document review functionality
• Contact: Google Drive

Microsoft OneDrive

Microsoft OneDrive is another popular option for basic document management systems with assistive AI functionality. They offer similar features to Google Drive, but with Microsoft CoPilot as their AI tool instead. OneDrive is definitely geared more toward individuals and SMBs than enterprises, but CoPilot is a powerful introductory AI tool. It is neck-and-neck with Google Drive, as its AI functionality may actually be better than Google’s in a few use cases, but the connectivity of their more fundamental data management elements lag a bit behind.

• Value Score: 3.9
• Data Capture Automation?: No
• Document Generation?: Assistive Only
• Document Outsourcing Services?: No
• Functionality and Focus: Document management platform with AI document drafting assistance for SMBs and individuals
• Contact: Microsoft OneDrive website

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IDS Commander iTech2021

http://www.itechind.com