Intelligent Information Management: simplify the document flow in your organization

Research shows that people spend up to 18 minutes on average searching for a document. Smart solutions like Konica Minolta’s Enterprise Search and AI-based document processing solutions, empower you to find relevant information within seconds, without needing to switch applications or conduct arduous searches across multiple systems.

Our document processing solutions help you do this. During conversion to PDF files (or other file formats), they use intelligent character recognition (ICR) to analyze document information (including handwritten text), name and classify files, and integrate files and information into the appropriate process. For example, if the solution identifies an invoice number on the document, it classifies it as an invoice and routes it to the appropriate system or business process according to a pre-defined procedure.

Information management solutions are especially useful in departments such as legal, accounting and human resources, where processes will benefit from being digitalized. With Konica Minolta's  digital contract management, digital invoice management and digital personnel file, contracts, invoices and HR files respectively are stored in a single database. With everything in one place, information is available to authorized users at the touch of a button, speeding up processes like approvals while maintaining information security.

And in the mailroom, our digital mailroom simplifies incoming mail handling, and transfers all incoming items – both physical communications and emails – straight into the Content Management system.

Our file sharing solutions, based on Microsoft 365 SharePoint Online, foster collaboration, automatically synchronize updates, and ensure all changes are saved. Mobile access enables collaboration at any time from any device. These solutions support hybrid working patterns and dispersed team working, helping everyone keep in touch and collaborate efficiently.

A capable intelligent information management solution can help you keep data safe and meet obligations like GDPR. Look for a solution that enables you to control user access based on permissions and set printing and copying rules for additional protection. Your solution should provide a full version history and audit trail will show who changed what information and when. In addition, it should allow you to set data retention rules in line with regulations or your own policies. Our M-Files and Document Navigator solutions additionally offer AI-powered modules that recognize and redact personally identifiable information (PII) .