With these AI document management tools, you’ll automate repetitive workflows, create data-driven strategies, and more. How do they compare? Read on to find out.
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The impact of AI in business goes beyond time savings. For small and mid-sized companies, AI document management allows them to scale without requiring large administrative teams. Larger organizations benefit from improved compliance, audit readiness, and more efficient knowledge management. And across industries, insights reveal new opportunities, providing decision-makers with quick, reliable access to the data they need—without wading through files manually.
Day-to-day, document process automation lets you run actions tailored to your specific content without excessive manual intervention or extensive data science expertise. Through continual usage and practice, AI tools learn to act as their human counterparts do, keeping your business running without interruption.
With DocuXplorer’s suite of automation tools—AI OCR, AI Capture, and AI Insights—you’ll go from manual tagging and filing today to full-text extraction, intelligent document processing, and AI analysis. This guide gives you a rundown of how the tools compare to help you decide which suits your unique needs.
OCR is the solution to organizing real-world documentation that’s often unpredictable. Whether physical or digital, paperwork from various sources comes with high variability.
Before Optical character recognition (OCR) technology was developed, the only way to turn documents into digital formats was by manually reentering the text. Now, OCR will analyze the structure of a document, dividing it into elements, such as blocks of text, tables, or images. It searches entire documents, whether scanned images, PDFs, or editable files, with unmatched accuracy, handling complex layouts, multiple fonts, and even handwriting.
Instead of needing employees to find and catalog the relevant data within documents, OCR lets you automate the process at the ingestion stage, turning bits and pieces of information into a structured digital format to be acted on later.
DocuXplorer’s AI OCR improves on legacy OCR technology with increased accuracy at a lower cost. By running its own processing queue continuously, AI OCR handles documents in the background, so you don’t need to stop working to oversee information capture.
Other benefits of AI OCR include:
AI Capture builds on OCR technology by honing in on specific data sets to extract the information most important for a particular use. It digitally tags the data and then files the information without you having to do a thing.
AI Capture goes beyond text recognition by identifying, organizing, and enriching the data, further improving search capabilities. AI Capture also lays the foundation for automated workflows—once documents are tagged and filed, this kickstarts processes like routing and approvals.
AI Capture enables you to scan or upload everything from reports with images to structured and unstructured files. This means it doesn’t matter if your documents vary in layout or quality (or even if they include handwritten text)—AI Capture uses name-value pairs to extract and tag the relevant details, no matter where the information is in the document.
You’ll teach your system which information to track by creating a template for each unique document in your organization. You do this just once, and then AI Capture finds, extracts, and files future documents automatically. You always have the chance to double-check the information, and AI Capture learns from corrections and improves over time. AI Capture will map the text to your predefined index set fields, then save the file in the digital cabinet, drawer, and folder you’ve designated.
You’ll keep your information clean, consistent, and actionable. Once your documents are filed, you’ll perform keyword or metadata searches and find what you need almost instantly (without knowing how it’s filed).
Where AI OCR is the first step in digital document processing, AI Capture takes it to the next level:
For companies that must regularly ingest batches of files and then process the data (as well as deliver it to relevant parties), AI Capture is a game-changer, powering a more efficient and accurate processing workflow that helps improve response times while saving staff time.
Consider, for example, how Water Utility Services cut down their processing and turnaround times, reduced manual data entry, and eliminated the need to physically mail out reports to customers. Read the full story here.
Another example is an organization that regularly receives Terabytes of reports, which their researchers need to sift through to note specific findings. With AI Capture, the company can ingest all the files and run a search query for unique pieces of information. AI Capture delivers the documents where that information can be found in seconds. What would previously have taken weeks of manual reading can now happen instantly.
If AI OCR and AI Capture handle document mapping, tagging, and filing and enable quick and easy search capability, then what more do you need?
Generating intelligence from your data is the next step to turning static information into strategic assets that support continuous improvement and growth.
Large language models (LLMs) like ChatGPT have transformed data analysis, leveling the playing field between small businesses and large enterprises. However, companies are beginning to regulate ChatGPT usage due to privacy and security concerns. DX’s AI Insights means you’ll have your own dedicated storage and private LLM AI—so your company information is never used to train outside AI systems.
This is where AI Insights comes in, a private AI chat tool linked to your document management system. Insights enables more intelligent, prompt-driven file search, drawing from your information library to answer questions without you having to manually dig up and compare the data.
AI Insights automates analysis and does so securely as a localized large language model (LLM). This means it operates entirely within your DocuXplorer interface, which already has controls in place to protect proprietary company data.
Other key benefits of AI Insights include:
Time-consuming document management is a barrier to growth. Manual processing, data entry, and information retrieval don’t just slow down operations; they drain valuable time and resources, leaving staff overworked and prone to making mistakes.
DocuXplorer’s AI tools tackle slightly different workflow needs and build on one another. Using the full suite means your document management hub will streamline and automate document search, tagging, filing, routing/processing, and analysis.
Instead of spending hours sorting, tagging, and searching for documents, your team can focus on what matters—building stronger customer relationships, making data-backed decisions, and scaling operations without adding unnecessary complexity or overhead.
Wondering how you can get started with DocuXplorer’s AI document management? Our expert support team will ensure your chosen tools fulfill your document needs and broader organizational goals. Ongoing guidance and business process consultation are also available to help you maximize your investment.
A work environment where people have the tools to do better work, operations are seamless, and your business can focus on its next big move—not yesterday’s paperwork—can be your new reality.
Are you ready to build an automated document processing pipeline that empowers your team?
Can I batch-process data with AI Capture?
Yes, AI Capture is designed to process large batches of documents efficiently. It can extract, tag, and file multiple documents simultaneously, eliminating manual data entry and significantly reducing processing time. Whether you need to migrate large data silos or handle high document volumes daily, AI Capture ensures your files are categorized and ready for retrieval without bottlenecks.
Does AI Insights use ChatGPT?
No, AI Insights does not use ChatGPT. While it operates on a large language model (LLM) similar to ChatGPT, it is a private AI tool embedded within DocuXplorer. This means it runs on your dedicated storage and does not share or train on your proprietary data, ensuring total privacy and security.
How does DocuXplorer’s AI OCR improve on traditional OCR?
DocuXplorer’s AI OCR enhances traditional OCR by improving accuracy, increasing processing speed, and reducing costs. AI OCR continuously runs in the background, handling complex document structures—including handwritten text—at twice the speed. It also operates at a fraction of the cost, requiring less storage while delivering highly accurate text extraction.
What is structured data, and what is unstructured data? How does AI Capture handle both?
Structured data is highly organized and follows predefined formats—think tables or databases—making it easy to search and process. Unstructured data, on the other hand, lacks a specific format and includes free-form text, handwritten notes, or mixed content within documents.
AI Capture can process both types by recognizing key data points (name-value pairs), mapping text to predefined index fields, and tagging important information—regardless of where it appears in a document. This ensures consistency in how you store, search, and retrieve documents.
Is my data secure when using DocuXplorer’s AI document management?
Yes, DocuXplorer’s AI tools prioritize data security. AI Insights runs as a private LLM within your document management system, meaning your data is never exposed to external AI models. Additionally, permissions ensure that users only access documents they’re authorized to see, and all AI-powered searches adhere to existing security controls within your organization.
Do I need technical expertise to use DocuXplorer’s AI tools?
No! DocuXplorer’s AI tools are user-friendly and require no specialized technical knowledge. AI Capture, AI OCR, and AI Insights operate with minimal setup—you simply define your data capture needs once, and the system automates the rest. Plus, DocuXplorer’s expert support team is available for implementation and ongoing guidance to help maximize your efficiency.
Does AI Insights work for specific industry-related documents?
Yes, Insights is document-agnostic, so as long as the data lives in your unique document library, Insights can analyze it.
How does DocuXplorer’s AI improve compliance and audit readiness?
By automating document processing, tagging, and filing, DocuXplorer’s AI tools keep your records consistently structured and easy to retrieve. AI Insights enables instant search and analysis of compliance-related documents, while AI Capture ensures data is accurately categorized. This reduces human errors, improves version control, and makes audits more efficient by always keeping required documents at your fingertips.
How long does it take to see results with DocuXplorer’s AI tools?
Implementation is fast, and results are immediate. Once set up, AI OCR and AI Capture start automating document processing instantly, while AI Insights allows you to retrieve and analyze information right away. And, the accuracy and efficiency of these tools improve over time, further reducing manual workload and increasing your productivity.
Does AI Insights show me the documents it’s getting its answer from?
Yes, AI Insights will reference specific documents when answering your questions.
