Using AI in your system. #1 - Document Data Extraction and Summary
Many businesses receive important requests and information via documents such as PDFs, Word files, text documents, JPEGs, and countless other formats. Examples include quote requests, insurance claim forms, medical reports, and shipping documents, and the list goes on.
Until recently, it was almost impossible to build systems that could automatically understand and extract information from these documents while recognising the sender’s intent. Traditional systems required information to be presented in a precise, pre-defined format before any meaningful extraction could occur. Variations in structure, content, or format would often break the process entirely.
To manage this, businesses have relied on human intervention: staff receive and review incoming documents, determine their type, extract the relevant data, and manually enter it into business systems. While there are tools that can partially automate this, they are usually hard-coded to handle specific forms or require frequent human validation – often doing only half the job.
This “human-in-the-loop” approach is time-consuming and prone to error. Documents may be overlooked, data misinterpreted, or incorrectly transcribed – all of which leads to delays, inefficiencies, and reduced service quality.
Modern AI changes the game. Today’s AI engines can read and understand documents in multiple formats and languages; including PDF, Word, text, JPEG, and more. They can identify what a document is at a high level and accurately extract the individual data items it contains.
At Provanta, we specialise in integrating this AI capability directly into your systems. This allows for fast, accurate data ingestion so processes and transactions can be triggered the moment a request arrives and without any human intervention. We can extract data from text-based PDFs, scanned PDFs, unformatted emails, and even photographs of handwritten notes. AI can also generate concise document summaries, saving staff time and reducing the risk of downstream errors.
Our integration includes building the background logic and AI prompts needed for the engine to perform exactly as required. We can also enhance your system to display queues of inbound documents along with processing statuses, giving you full visibility and control.
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