Data management

Transform data management with AI

Data management is a business-critical priority today. Organizations rely heavily on information for everything from improving customer service and marketing effectiveness to identifying opportunities and optimizing business processes. By ensuring quality, security and accessibility of information, data management helps to achieve better business outcomes.

Artificial intelligence (AI) is transforming data management today by eliminating inefficient, paper -related workflows and automating many routine tasks. By relying on AI-enabled technology, organizations can improve the effectiveness and efficiency of everything from recruiting and contract management to invoice processing, compliance management, records management, data governance and lifecycle management.

The key to managing data with artificial intelligence is choosing the right information management solution. That’s why so many companies worldwide have chosen the next-generation intelligent information management platform from M-Files.

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From creation to disposal, see how M-Files provides a smarter way to manage documents, emails, and all your content.

How AI makes data management more efficient

Artificial intelligence can dramatically improve efficiency, quality and security of data management practices in several ways.

Automate processes

When digitizing documents, AI-enabled systems can help to categorize and tag files to make them easier to find and identify. Some systems enforce preset rules to ensure that employees take the time to tag files as they digitize them. Superior data management technology will analyze and tag files automatically.

Accelerate business intelligence

AI-powered analytics can search for and identify patterns in large data sets to identify opportunities and threats and to spot trends and anomalies.

Make unstructured data searchable

Much of the information that businesses generate today is unstructured. Data such as documents, email, presentations, audio and video files, images and social content are all examples of unstructured data that is difficult to aggregate and analyze. AI-power data management tools can convert these unstructured files into structured data that can reveal new insights and make data more available and valuable.

Streamline creation of documents

When creating new documents, artificial intelligence can initiate and automate workflows that use templates to do much of work. AI-enabled contract management software, for example, can do much of the heavy lifting when it comes to drawing up a new contract and guiding it through the proper workflow.

Ensure security

AI-enabled systems can automatically scan documents for sensitive data and personally identifiable information and flag any potential issues. The systems can also detect unusual requests and spot malicious or inadvertent leaks that could represent a threat to data security.

Enhanced data quality

Smart document or file management systems can help to eliminate redundant files, catch data entry errors and keep documents from being misfiled.

M-Files: an AI-powered information management platform

M-Files provides an intelligent data management platform that’s powered by artificial intelligence and machine learning. By making information easier to find and automating document-intensive processes, M-Files helps to improve business performance and ensure the security and quality of documents and data.

M-Files takes a unique approach to managing and organizing documents. In contrast to traditional enterprise content management (ECM) systems or records management technology, M-Files does not require documents and data to be moved to a new, central repository. Instead, M-Files uses AI technologies to search for and find documents throughout the organization, no matter where they live – in network folders, on filesharing services, in CRM or ERP systems, on SharePoint. or in other business applications and data storage repositories. M-Files creates connections to each document without disturbing underlying systems or processes to provide a single, unified view of data throughout the organization.

In addition to making data more visible and accessible, M-Files offers AI-powered automations that minimize human error and keep the business moving forward. And when protecting documents, M-Files strikes the right balance between access and security with advanced permissions and encryptions.

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Features of M-Files’ data management technology

From finding documents faster to protecting sensitive information and automating workflows, M-Files provides all the capabilities you need to improve data management.

Access information faster

With M-Files, employees will no longer spend countless hours searching for information. They don’t even need to know where a document is stored. By simply typing a few words about what they’re looking for into the M-Files search bar, they can connect with the documents they need in seconds.

A central and complete view of information

By connecting documents throughout the organization, M-Files can provide a unified view of data. Employees can see documents in context, such as all contracts that expire next month, all data for a given project or all correspondence with a client.

Anytime, anywhere access

Featuring both a Desktop Client and a Mobile Client, M-Files makes it easy for workers to access the documents they need no matter where they are stored. Employees can view documents on virtually any device, from anywhere in the world, and use eSignature technology to keep processes moving.

Easier collaboration

With M-Files, you can easily and securely share documents with colleagues and people outside the organization. M-Files provides a link to an authoritative version of each document, and multiple users can view, edit, annotate and comment on documents at the same time.

Tighter security

In addition to encrypting every document, M-Files uses strict permissions to ensure that only the right people can access a document. Permissions are dynamic and role-based, automatically changing when people leave the organization or assume new positions.

Automate workflows with AI-enabled technology

One of the most powerful features of M-Files is the ability to create custom workflows based on real-world processes. By automating document-intensive routines, you can free employees to work on higher value tasks while minimizing human error, increasing efficiency and ensuring compliance with policy and regulatory frameworks.

M-Files’ Workflow engine is a simple application that lets you create your own workflows to suit specific use cases. With M-Files, workers can create assignments for colleagues and automate follow-ups and reminders. The metadata in each document helps to guide it through a specific workflow – once a task such as a review is completed by one individual, M-Files automatically routes the document to the next person or phase of the process. The metadata in the document gets automatically updated as it moves from drafted to reviewed, commented upon, and approved and signed. M-Files can also automate post-signature workflows to ensure that the terms of a contract or the stipulations of a work plan are executed correctly and on time.

How M-Files enables efficiency for your business?

Faster search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

Easy collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

Streamlined daily work

Let M-Files suggest tags for your documents and add workflows for faster processing.

Why M-Files?

Customers love M-Files for many reasons. From breaking down data silos to automating workflows, M-Files simplifies data management and enables organizations to extract more value from rapidly growing volumes of documents and information.

At a time when many employees spend 30% of their day searching for the right information,1 M-Files makes it easy to find documents in seconds. By automating error-prone, manual processes, M-Files helps to improve efficiency, reduce cost and increase accuracy. And with enterprise-level security features, M-Files ensures that sensitive data stays safe and under control.

M-Files can be integrated easily with existing systems and with the applications that employees use each day, allowing workers to take advantage of the power of M-Files without needing to learn a new platform or tool. M-Files is a cloud-ready solution and can be deployed in the cloud, on premises or in a hybrid solution that provides greater flexibility and control.

FAQs

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What is data management?

Data management is the task of ensuring that data, documents and other information is organized, stored, secured and used efficiently. Data management has become business critical as organizations rely on data more heavily than ever to improve business outcomes and as the sheer volume of data continues to grow exponentially.2

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How does AI improve data management?

Artificial intelligence can improve data management by automating many of the processes that were once manual and/or paper-based. AI-enabled technology can help to find data within an organization that would otherwise be unavailable, to identify what data various documents contain, and to convert unstructured documents into structured data that can be aggregated, searched, and analyzed for insight.

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What is document management?

Document management is the process of storing, organizing and securing documents to ensure that they can be easily accessed and that they are protected from theft, leaks and unauthorized access.

  1. https://armedia.com/blog/federated-search-the-importance-of-being-able-to-find-information/
  2. https://www.slideshare.net/BernardMarr/big-data-25-facts/5-The_total_amountof_data_beingcaptured

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