Managing massive amounts of documents is no longer a challenge when your organization knows how to implement AI for document management. In this article, CIPHER, an expert in software development, presents a Case Study AI or real-world AI implementation case study that reduced document search time by 80%, increased work efficiency, and significantly cut costs.
Table of Contents
What is AI?
Why is the AI Implementation Trend Important for Every Organization in 2025?
Key Benefits of Document AI in Organizations
Implementing Document AI, or what technology circles call Intelligent Document Processing, in organizations means applying AI to document work to make document-related processes significantly more efficient. From the case study above, we see these clear benefits:
Increased Efficiency and Speed in Operations
Manual document processing is time-consuming and tedious. Document AI can greatly accelerate workflows. Many organizations report reducing document processing time by 50-80%.
For example, loan approvals that once took days now take just a few hours, or document storage and retrieval that takes only seconds instead of minutes or hours. Employees thus have more time to do other value-creating work for the organization, demonstrating that AI is an assistant that significantly increases work efficiency
Reduced Errors and Increased Accuracy
Efficiently Managing Unstructured Data
Most organizational data exists in unstructured formats (Unstructured Data) such as emails, reports, meeting notes, or scanned PDF documents, which are difficult to analyze and verify using traditional methods.
Intelligent Document Processing or Document AI technology uses various techniques including OCR, NLP, and Machine Learning to convert this unstructured data into structured data that can be analyzed and utilized. This allows organizations to fully extract value from their existing data.
Worthwhile Return on Investment
While investing in Document AI systems may have initial costs, the returns are extremely valuable. Many organizations report that systems begin to pay for themselves from the first month of use.
For example, ActiveDocs began saving labor costs immediately after installation, and YDUQS saved up to 1.5 million Brazilian reals. These cost reductions come from saving employee work time, reducing paper usage, and decreasing document storage space.
Case Study AI from Various Organizations
JP Morgan: Revolutionizing Contract Management with COIN
JP Morgan developed the COIN (Contract Intelligence) system that uses Natural Language Processing (NLP) to manage numerous legal contracts, exemplifying a highly successful real-world AI implementation case study.
The result is that work that once took several days can now be completed in just a few hours, with contract interpretation errors greatly reduced. This helps the bank save both time and money while efficiently reducing legal risks, demonstrating optimal use of AI Software.
AGS Health: Elevating Healthcare Document Management with UiPath
AGS Health implemented UiPath AI to help convert numerous medical documents, using AI to analyze documents and automatically extract important information, storing it systematically.
Data entry that once took hours now takes just minutes, data security has improved, and the system helps analyze health data in depth, leading to improved patient care and increased efficiency in insurance claims. Besides Document AI, an AI Chatbot is another technology that significantly elevates service delivery in the healthcare industry.
YDUQS: Student Enrollment with Vertex AI
YDUQS, an education company in Brazil, implemented Google Vertex AI to automatically screen student applications, demonstrating the application of AI for business in the education sector.
The result is a 90% success rate in screening, using an average of just 4 seconds per application, compared to several minutes previously. This saved approximately 1.5 million Brazilian reals (about 8.5 million baht) and allowed faster student acceptance, increasing opportunities to acquire high-quality students. Integrating AI with digital marketing like this is something digital marketing services can help your organization achieve.
Real Estate Company: Organizing Documents with Oracle Content Management
A large real estate company used Oracle Content Management with AI systems to manage documents scattered across multiple systems, making work more efficient, which is one of the benefits of software.
After implementing Document AI systems, they reduced information search time by 75%, made inter-departmental collaboration more efficient, and allowed employees to immediately access correct and up-to-date documents, reducing confusion and errors in work.
Which Businesses Benefit from Document AI?
Document AI systems efficiently reduce information search time across various industries, with each industry receiving different benefits, such as:
- Finance and Banking Business: Accelerates loan approval processes, performs automatic document verification, and analyzes risks with greater accuracy.
- Legal Business: Helps search for information in legal documents, analyze contracts, and prepare documents quickly, giving lawyers more time to consult with clients.
- Healthcare Business: Manages medical records, accesses patient information quickly, and accurately bills insurance, resulting in improved patient care.
- Real Estate Business: Accelerates transaction management, thoroughly examines documents, and efficiently tracks project status, leading to greater customer satisfaction.
- Education Business: Systematically manages applications, student records, and teaching materials, helping make student selection more efficient.
How to Start Using Document AI in Your Organization?
1. Analyze Requirements and Problems to Solve
Before choosing a Document AI system, be clear about what problem you want to solve, such as reducing document search time, automatically extracting data from documents, or analyzing content in numerous documents.
Assess current work processes, identify time-consuming or error-prone points, and set clear improvement goals, such as reducing document search time by 50% or reducing data entry errors by 80%.
2. Choose Solutions That Fit Your Needs
There are various Document AI solutions in the market, each with different strengths. Consider these factors:
- Types of documents to manage: Such as PDFs, images, Word documents, emails
- Required features: OCR, NLP, content summarization, sentiment analysis
- Languages used: Ensure the system supports Thai language well
- Integration with existing systems: Must connect with CRM, ERP, or other systems
- Budget: Consider both initial and long-term costs
3. Start with a Pilot Project
4. Train Staff and Modify Work Processes
5. Monitor and Measure Success
Document AI Services from CIPHER: Elevate Document Management in Your Organization
CIPHER is an expert in software development that addresses the specific needs of Thai organizations. We have experience working with various businesses and understand the challenges each organization faces.
Our Services Cover Every Step
Highlights of Our Services
Highlights of services from CIPHER:
- Full Thai Language Support: Our system is developed by Thais for Thais, so it understands and supports the Thai language accurately.
- Integration with Existing Systems: Can seamlessly connect with systems your organization already uses.
- Customization for Specific Needs: Not an inflexible off-the-shelf solution, but a system customized to fit your workflow.
- Continuous Support: Our support team is available 24 hours a day.
Easy to Get Started, No Complications
We understand that technological changes may cause concern for many people, but we have designed the work process to be as easy and smooth as possible:
- Initial Consultation: We will discuss to understand your needs and problems.
- Analysis and Solution Presentation: We will analyze current work processes and present appropriate solutions.
- Development and Installation: Our expert team will professionally develop and install the system.
- Training and Support: We will train your team and provide ongoing support.
Conclusion
The Case Study AI we’ve seen demonstrates that Document AI is not just a technology trend but a tool that will truly transform how organizations work. Organizations can reduce information search time by up to 80%, increase accuracy, reduce costs, and improve customer service.
No matter what industry you’re in, AI for business like Intelligent Document Processing can help elevate your work. It’s time to let AI handle boring documents so you and your team have time to do more value-creating things for the organization. Contact CIPHER today to start the transformation that will take your organization to the next level!
Frequently Asked Questions
What is Document AI and how is it different from general document search systems?
Can Document AI systems really reduce organizational work time?
Especially in this case study where the client reduced time by 80% because:
- The system can search and extract information from thousands of files within seconds.
- It reduces the need for manual reading or summarizing of information.
- It helps employees focus on important tasks instead of wasting time on repetitive document work.
Can small to medium-sized organizations start using Document AI?
They can start using it immediately without needing complex systems or large IT teams. Currently, there are many Document AI options that are SaaS or have easy-to-use interfaces, suitable for both small businesses and organizations just beginning to digitize documents.
