Enterprise document not only increasing in number but also richly formatted, causing difficulty in the search, and information extraction. In the context of technological development today, the lookup tool storage material smart introduction that the highlight of which is the app chatbot AI with the ability to handle natural language help optimize the search process, archive, document management in the enterprise.
The same Lac Viet Computing find out details in this article.
1. Difficulties in research document storage business today
In the current context, the management and research a large volume of archival material to become a challenge, particularly for the industry requires storage access to continuous information, such as banking, import and export trade, or public administration.
Besides, the business environment is increasingly complex requires the ability to respond quickly, finding a specific document can take hours, even days, if the storage system is not organized in a scientific way, no lookup tool storage material efficient support. Not only does this interrupt the work process but also directly affect business performance, where every decision taken is based on accurate data in a timely manner.
Current challenges in the lookup document
Business in these areas often have to handle millions of documents each year, from contracts, invoices, customer records to the legal regulations. These documents are stored under many forms, ranging from traditional paper to electronic files, makes the management become more difficult when there is no support system lookup smart. Some key challenges include:
- Time-consuming effort: The system of document management traditionally required multiple stages search manually, from the filtered data to analyze information. This process is not only time consuming but also requires a team of the east island, causing pressure on operating costs.
- Low accuracy: Due to the volume of material large back scatter, the search for information according to the keyword traditional led to the omission of important information, reducing the efficiency of decision-making, especially in demanding environments, the accuracy as finance, banking, or legal.
- Security risks: With the volume of large documents, the security management information security becomes a problem. Systems, distributed storage, not be optimized easily cause data leakage, loss of important documents, or do not comply with regulations on information security.
Why business need a solution modern digital?
Ago these challenges, the application of modern technology to improve efficiency document retrieval has become an urgent request. This is not only a problem of speed, but also the ability to manage documents in a systematic way, secure smart.
One of the most advanced solution currently is integrated artificial intelligence (AI) and chatbot AI in the process of document management. This technology can bring to a business with exceptional benefits such as:
- Increase speed access: With the ability to search by natural language processing millions of data in just a few seconds, chatbot AI that helps businesses significantly reduce the time of searching for documents, thereby improving the speed of decision making.
- Automation optimized lookup: Chatbot AI not only find information but also have the ability summary, list the main ideas from the documentation, help businesses easy access to the core information without the need to read the entire content.
- High security: AI chatbot has the ability to integrate with security system of the business, ensuring all data is access to safe, comply with the standard information security international. This is especially important with the industry require strict security, such as banking and public administration.
2. LV Chatbot AI of Lac – lookup tool storage material quickly and accurately for business
One of the solutions most reliable current is LV Chatbot AI of Vietnam. This is lookup tool storage material a fast, accurate and comprehensive. The salient features of LV Chatbot AI include:
2.1 virtual Assistant LV Chatbot AI for Answer integrated into business data
- Search by natural language: Chatbot AI of Lac Viet allows users to access data easily through the natural question, do not require search syntax complexity, saves time, ensuring that users can find the necessary documents in just a few seconds.
- Automatic summary lists the main idea: 't just stop at finding, LV Chatbot AI also has the ability to automatically summarize the content of the document listed the main idea, helps users fast access important information without reading the whole document.
- Direct integration on file documentation: LV Chatbot AI enables enterprises to question – and-answer directly on the document are stored, ensures the process of lookup data processing takes place in a manner fast – enough – exactly trong cases need access, processing huge amounts of information in short time, such as when audit, financial reporting or management of public debt.
2.2 virtual Assistant LV Chatbot AI for Workflow integrated into processes approved
- Search and addressed in the process of signing browse: Chatbot support data access, direct reply on the documents submitted, signed, help leadership decisions quickly without much time analysis.
- Automatic content summary now on file in the office, ensuring leadership can browse content, making decisions efficiently and quickly.
2.3 virtual Assistant LV Chatbot AI for HXM (personnel Management)
- Document retrieval personnel records: Chatbot allows to search extract personnel records by keyword any that do not need to comply with standards traditional search optimization search time record.
- Statistical reports quickly: Have the ability to keep statistics on personnel, resources in business in just a few seconds, support leadership decision making fast, accurate.
3. Some note to the app chatbot AI success
To chatbot WHO actually become tools effective support for the research documents in business need to meet the following conditions:
3.1 Number and standardized documentation
The number and standardized data is an important first step to chatbot WHO can maximize the ability to lookup. Technology OCR (Optical Character Recognition) play a decisive role in this transition, particularly for the industry as a bank or public administration, where the volume of paper documents also very big.
With the OCR technology advanced, the paper documents the traditional, from contract, memorandum to the financial records, can be scanned and converted into digital data quickly. This process helps to document become of electronic documents easy-to-search, storage, retrieval.
Service OCR from Vietnam not only turn paper documents into digital text, but also convert the images are content word text can lookup is. This significantly increases the ability of the chatbot AI in finding information correctly, ensure that all data, whether electronic text, or scan documents, all can be retrieved efficiently.
3.2 building the structure data science
To chatbot WHO operate effectively, data must be managed and organization in a smart way. This not only ensures speed quick search but also helps avoid the common problem as data is distributed or duplicated.
- Organization classification of material science: A system of classification of materials according to criteria such as type of document, creation time, setting, or theme will help chatbot AI fast and easy access to more data. Businesses need to invest in management process document all the way, from the label, put the file name to structure folders to create conditions for the AI handle quickly.
- Sync data across the systemBusinesses often document storage on many different systems, causing difficulty in the retrieval of sync. Ensuring that the data is updated and synchronized across the system will help chatbot AI easy access to all the data sources that do not encounter problems on dispersion or duplicate information.
3.3. Training employees to use chatbot AI
A factor can not be ignored when implementing new technology is the training personnel. Chatbot AI can optimize processes, document retrieval only when staff understand and use it effectively.
- Manual chatbot effective: Business need to organize training sessions, guide staff putting out the query clear, specific, consistent with natural language which chatbot WHO can understand and accurate feedback. The question of lack of context or incomplete can lead to search results inaccuracies or omissions.
- Adapt to changing technology: The transition from the system of document management, the traditional to the use of AI will meet not less obstacles on psychology and work habits. Therefore, businesses need to ensure that staff are supported to quickly adapt to this change, from learning how to use tools to change the way lookup traditional materials.
3.4 information security
When using chatbot AI to manage document retrieval issues, information security becomes a vital factor, especially with respect to the business in the areas requiring high security such as banks, finance and public administration.
- Ensure access is controlled: Chatbot AI must be integrated with the security system's existing business to control access to data. Only those who have new powers can retrieve the important documents, at the same time, all operation access should be recorded, surveillance aimed at early detection of abnormal behavior.
- Comply with privacy regulations international: The business must ensure that AI systems and their data in full compliance with privacy regulations such as GDPR or ISO 27001 to protect internal information but also increase transparency, trust with customers, partners.
Lookup tool storage material based on chatbot AI is not merely solutions to improve work performance but also the strategic elements to help businesses maintain the competition in the digital age. With the outstanding features such as the ability to find information quickly, automatically summarize the contents to ensure confidentiality, the chatbot WHO as products of Vietnam is becoming the optimal choice for businesses that volume of material.
