Application AI in text processing solution commissioning document numbers for business

In the context of business are faced with the volume of material growing from contracts, invoices, internal report to personnel records, the processed text in the traditional way is no longer relevant. Not only costly, time, input, craft also potential risks flaws, lack of consistency difficult to control when scaling operation.

This article Lac Viet Computing will analyze in detail how AI is applied in processing the text, the core technology behind and the practical benefits that businesses can get if properly implemented.

1. App AI in processing the text, what is?

1.1. AI in text processing is to understand how?

AI in text processing is the use of artificial intelligence to “read out” analysis, and automate tasks related to the document, the text from the identification of content, categorize information to extract the data required to serve the professional activities.

In essence, this technology combines advanced methods, such as:

• OCR (Optical Character Recognition): Recognition and handwriting conversion or letters printed in the picture (scan, photo) into text, editable looking for.
• NLP (Natural Language Processing): Help a computer to understand human language as text, including analysis of the meaning the word, identify keywords, content summary.
• Machine Learning (machine Learning): allows the system To “learn” from data model to improve the ability to handle text in the future, for example, identify customer name, address, contract terms repeated.

For example illustrated easy to understand:

A business get hundreds of invoices each week from the supplier. Ago, accounting to type each line: name, vendor name, amount, date of invoice. Now, AI can scan the entire file PDF, automatically extract the information market that and push into the accounting system almost does not need human intervention.

1.2. The text that AI can handle

AI not only handle text “beauty” as Word or Excel, but also can identify is:

• Writing numbers: Word Files, Excel, PDF – particularly useful when you need to extract the content of the contract or the completed form.
• Text scan or photo: receipts, vouchers, bills, paper is taken by phone.
• Unstructured text: Email, internal messaging, notes, summary report, ... the data does not patterned clear.
• Form administration: Application for leave, single payment, form, survey personnel.

The ability to recognize diverse text format helps businesses easily deploy process, no paperwork, digitize the entire process to operate without the need to change the habits of filing papers from employees or partners.

2. The AI technology, the core is used in text processing

The AI can “learn” and “work” with text do not occur randomly. Behind that is a combination of many-core technology to simulate the way people read, understand, analyze, respond to content material. With respect to the business, understand the technology, not only does this help choose the right solution, but also opens up opportunities to improve the internal processes in a way that strategy.

2.1. OCR character recognition optical

OCR (Optical Character Recognition) is a technology that helps convert images that contain text as bill scan, the contract take with your phone into text, editable advanced search capabilities, storage and retrieval of documents. Can save time on data entry 70-90% limit errors enter the hand cause delays or misleading data

Practical application:

• Business get hundreds of paper bills each month. Accounting personnel do not need to enter data manually, which may use AI to scan extract vendor name, amount, date and tax code just in few seconds.
• Hr can invoice number, please leave hand-written application form to store or sync up hr system.

2.2. NLP processing natural language

NLP (Natural Language Processing) to help computers understand and analyze the text content in the way that people use everyday language from the identification of the subject, the action to analyze the meaning or emotion.

Practical application:

• Extract information as “contract term”, “payment terms” from the legal documents.
• Analyze email content, customer feedback or request internal to automatically classify and coordinate processing.

Practical benefits:

• Automate the reader to understand complex content
• Reduce the time reviewing contracts or long report dozens of pages
• Suggestions feedback automatically, increase effective communication internally and with customers

According to IBM, more than 70% of business application NLP to enhance customer experience, optimize internal processes in the year 2023. Source: IBM Global AI Adoption Index 2023

2.3. Machine Learning (ML) – machine Learning

Machine Learning allows the system to “learn” from historical data to make predictions or self-improvement over time. In text processing, ML help identify repetitive patterns to automatically extract, warning, error or classified documents.

Practical application:

• An insurance company use ML to automatically identify the type of claim and classified according to level of priority.
• Personnel training system to extract accurate information from the CV candidates, whatever the format, the presentation each different CV.

Practical benefits:

• Increase accuracy over time without the need for re-programming.
• Self-detect data discrepancies (for example: contracts, no signature, wrong format, tax code)
• Customizable according to the process, text peculiarities of each business

2.4. GenAI automatically editor, summary text responses

Generative AI (AI language) can create new content based on the request input, such as email writing, summary writing, or composing meeting minutes.

Practical application:

• Administrative staff can ask SOMEONE to write minutes of the meeting by providing only the recordings or a few lines of notes.
• Mature group send file document system requirements summary the main idea for easy decision-making.

Practical benefits:

• Save time material from the beginning
• Improving performance, communication, decision-making
• Standardized content, decreasing the difference between the individual

In summary, the AI technology, the core is as OCR, NLP, ML and GenAI not only is the “feature” that technology is the practical solution to help businesses reduce the burden crafts, standardized data to improve productivity operating comprehensive.

3. The practical benefits when the application AI in text processing

App artificial intelligence (AI) to handle text brings the practical value, can measure the clear performance and operating costs.

• Save 30-70% of the time processing craft: Instead of entering data line by line from the bill, reviewing each page of the contract or classified hundreds of emails every day, the AI system can automate almost the entire process. Technologies such as OCR (recognition) and NLP (language processing nature) to help AI “read” text to perform the operation instead of human.
• Reduce errors to 90% compared to manipulate craft: Data one wrong number can lead to major consequences: bill payment mistaken, contract information is missing or financial statements do not match. When handling the possibility of error is inevitable, especially with the task repeated. AI help to significantly reduce these errors through the mechanism of cross-checking, automatically detect errors and learn from previous data to improve accuracy over time.
• One of the biggest benefits of AI is not to replace humans, which is to help people focus on the things that technology can't do as good as decision-making, customer care, strategy and business. Instead of spending time each day to handle single from the record, or review resumes of applicants, employees can: analyze data trends to support decision-making; Increase the interaction time with customers; Participate in the innovation internal
• Increase the ability to access, search and security text: A writing paper may be lost, damaged or hard to find after a storage period. On the contrary, AI help businesses digitize the whole document, system construction, search by keyword, content, or identifier such as profile code, customer name, date issued.

In addition, AI also helps:

• Classification of documents according to the content or context of use
• Tagged automatically help search quick
• Access control – ensure document show only the right people, right time

4. Practical application of AI document processing in the departments business

Though in the same direction to target optimal operation, each department in the enterprise have the process working with different challenges. Job application AI to text processing, because of the need to keep abreast of the context, practical use of each unit aiming to bring effective specific, measurable.

4.1. The Personnel department (HR)

Common problem: HR must handle hundreds of resumes, contract labour, an application from internal – largely as a PDF or scan, not according to the form. The process of data entry, reviewing and storage made parts this took a lot of time, easy to errors.

AI solved how:

• Extract dynamic information from CV, profile candidates such as name, number of years of experience, skill stand out. Whether candidates use multiple formats, the system can still receive comprehensive, accurate information.
• Automatically contract labor based on sample availability and data was collected from the recruitment system, to help shorten the process, onboard new employees from few days to few hours.
• Classified storage unit from internal as single vacation, simple adjustment information SI... help manage profile transparent easy lookup.

Value received:

• Reduce the time screening resumes down to 20-30% compared to manipulate manually.
• Minimize data errors in the contract records.
• Increased experience staff response procedures quickly and accurately.

4.2. Finance – accounting

Common problem: Bills, receipts, and list of financing from many different sources (suppliers, customers, internal) need to be checked, input for constant control. Flaws though small, can also lead to serious consequences such as payment mistaken, wrong book, the influence of financial statements.

AI solved how:

• Scan automatically extract data from invoices inputs, including the invoice number, amount, release date, tax code.
• For control information between the stock from fact and data in the accounting system or ERP, warnings if detected difference.
• Classify accounting documents in groups, cost, type of transaction, time to serve the audit or periodic reports.

Value received:

• Reduce 80-90% of the time to enter data manually.
• Increase the accuracy of input data, limiting the risk of legal and tax.
• Freeing up time for the accounting team focuses on financial analysis and cost control.

4.3. Legal department – Administrative

Common problem: contracts, legal documents, public office to – go should be reviewing technical content, collated terms, check the consistency. This process if done manually easy to miss the risk, especially when the number of documents is growing.

AI solved how:

• Compare automatically the content of the contract to detect the change point between the draft and the official help avoid confusion about the payment terms, rights and obligations.
• Check the consistency between the legal terms, define the points unclear or contradictory in the language.
• Classification of legal documents according to content areas, such as employment contracts, commercial contracts, internal documents... to support research, control risk better.

Value received:

• Speed literature review up by 3-5 times.
• Reduce the risk of flaws legal due to the omission of important details.
• Capacity risk control and regulatory compliance.

According to Legaltech News (2023), nearly 55% of the company with the legal department, internal has deployed AI to support the review of contracts, risk analysis, legal. Source: Legaltech News AI for Contract Review

The application AI in each department not only help to reduce the load of manual work but also increase the strategic value from the performance, accuracy data for to risk management. It is important that businesses need to properly identify the needs, choose the solution AI fit each context specific use.

5. The criteria for selecting software AI is handling text matching

In context, there are dozens of solutions AI on the market, choosing a suitable foundation, not merely as find software has many features that is to find real tools problem solving operation of your business. Below are the core criteria to help businesses evaluate the solution chosen AI handle text in a basically effective.

5.1. Easy integration with the system are used

A software AI, though intelligent to now, but if you can't “connect” with the existing systems such as accounting software, hr, ERP, or CRM, it will interrupt the process instead of support.

Practical example: A business using accounting software and personnel management B. If the software AI handle the text is not integrated with A and B, all of the data to import – craft leads to a mistake, consuming resources.

Enterprise value received:

• Save time sync data between the system
• Maintain work flow seamlessly, without interrupting operation
• Increased flexibility when expanding the scale or change the platform of

5.2. Have the ability to learn, according to internal data of business

Every business has a writing system separate from the contract structure, format invoice to the language template internal. A software AI effectiveness not only based on the algorithm in general, but also need the ability to “learn” from real data of the business to increase the accuracy over time.

Practical example: A logistics company use coupon delivery have a separate code, the format does not follow common standards. Software, AI has the ability to “training” based on the template the document is available to properly extract information such as the unit weight, point – get.

Enterprise value received:

• Increase high processing precision, up from time to time
• To reduce dependence on the standardized format fixed
• Personalize performance appropriate to the specific industry or pattern operation

5.3. Good support language English (if the business is operating in Vietnam)

Although many software AI famous has the ability to handle natural language is very strong (NLP), but not a solution which also handles Vietnamese accurate, especially in the case of context, language, administrative, legal, or common acronym in the internal environment.

Practical example: In the contract English, the phrase “Party A pledge payment within 15 days from the date of signing the contract” should be understood as terms of payment, may be confused if the software doesn't support structure language peculiar to the English.

Enterprise value received:

• Increased accuracy in the extract, classify, compare, content writing, English
• Reduce the error due to the wrong context in the document, the administrative – legal
• Enhance the ability to automate the entire process of English

Hint: ask vendors for running your software with a document of the business to check the match reality.

5.4. Have the trial version or deployment testing (PoC)

A common mistake of many businesses is to purchase software, AI according to the introduction or advertising without the process of practical experience. A reputable supplier will readily assist the trial version or deployed in models Proof of Concept (PoC) news test solution on a specific process before scaling.

Enterprise value received:

• Reviews are really effective before investing
• Reduced risk of changes in processes or staff training not required
• Choice is the most appropriate solution with problem specific

5.5. Commitment to data security business

Internal documents, especially contracts, financial reports, personnel records contain a lot of sensitive information. When processing text using AI, data can be transmitted through the cloud platform, or stored on the system of party supplies. Therefore, privacy policy comply with legal regulations is mandatory criteria.

Questions to ask:

• Data can be encrypted end – to-end, no?
• Can store data overseas?
• The solution can meet the security standards ISO 27001, GDPR, or equivalent?

Enterprise value received:

• Protect information assets from the risk of leakage
• Comply with regulations on data security (especially in the field of financial, medical personnel)
• Building trust with customers, partners and employees

In summary, to successfully implement AI in processing the text, the business should not be run according to the technology that need to choose the right solution that can integrate well customized according to actual needs and ensure the safety information absolute.

6. LV Local AI Server System applications AI in text processing of Lac Viet

For businesses, the application AI don't just stop at software running on the cloud, especially when the documentation related to internal financial or business secrets. LV Local AI Server System from Vietnam to bring comprehensive solution: the AI system “in place” (on-premises) help enterprise data server, enhanced security optimized performance text processing.

6.1. Solution “all-in-one” AI handle text on the server, internal

LV Local AI Server that combines technology, OCR, extract data, automatic translation, and Chatbot AI directly on the servers of the business, no need to send data to the centralized platform. Includes:

• Character recognition OCR, transfer-scan documents into text number
• Extract information from the text without structure (invoices, contracts, vouchers)
• Multi-language translation retains context content
• Chatbot AI supports lookup, synthetic interact according to internal content

Automate data entry quickly on internal data, reduce errors, increase the processor speed to help staff lookup, find information in documents easily, save time.

6.2. High security – data “stay” in the internal system

• Whole data processed is stored analyze right on the server internally, no need for exchange with external cloud. Eliminate the risk of leakage of sensitive data when using the AI public.
• With ISO 27001 certification standard security level, enterprises can be assured of controlling all access to data processing. Ensure compliance with the rules on security, justice and protection of internal information.

6.3. Processing performance, fast, diverse configuration fit each scale

The server option from Vietnam (AI PC for SMB, Edge AI Server, Enterprise Server) to be powerful configuration (Intel Xeon, GPU NVIDIA L40, RAM from 64 GB to 512 GB) to help handle material: lookup, summarize, translate and reply text content in just seconds. Easy to extend when the scale businesses or processing volumes increased.

6.4. Optimize the cost of long-term, flexible deployment

Although the private server higher initial embodiment, the cloud, but the enterprise does not have to pay registration fees or access the services according to the usage .

Easy to customize models, AI for each of the tasks, such as OCR, extract, chatbot... according to the specific needs of each department. Deployment flexibility phased transformation of the business.

6.5. Comprehensive control tweak flexible on request

LV Local AI Server enables enterprises to:

• Self-coaching (fine-tune) the pattern AI based on internal data and own needs (for example: invoice template private, specialized terminology, internal). Raise the level of matching accuracy of AI with internal processes.
• Full control over data put into AI help reduce internal dependencies Tuesday and advanced customization possibilities. Actively adjust when a process change or expand the business.

App AI in text processing, not only is the technology trend, which is a step forward strategy to help businesses save time, optimize cost, enhance the capacity of operating in the digital age. From the personnel department, accounting for up to legal – AI is changing the way we read, understand, and interact with documents.

If you are looking for a platform AI can deploy on the spot, high security and easy integration into existing systems, consider the solution AI handle text of Vietnam special offer is system LV Local AI Server is tailored to the actual needs of enterprises.

Sign up experience demo LV Local AI Server for free today or get in-depth consultation to begin your journey to digitization smart.