Artificial intelligence technology has made the lives of corporate employees easier than ever. An increasing number of people are using AI to automate otherwise repetitive tasks. This explains why a recent survey found that 64% of employees feel that AI is changing fundamental aspects of their jobs.
One of the many ways AI technology can help employees is by making it easier for them to manage and manage documents. This is an example of How many companies are using AI?. Continue reading to learn more about some of these many benefits.
AI makes document management easier
We’ve heard a lot about some of the many benefits of using AI to automate various jobs. Bloomberg published an article a couple of months ago about how several companies are using AI to automate meat cutting. But it is much more practical to use it to manage documents.
In the modern digital age, paperwork has become a much more time- and skill-intensive activity, mainly because the “paper” part is slowly but steadily becoming a relic of the past. Efficient document management now means being able to create, edit, share and store digital files of different formats, regardless of whether you are a freelancer, small business owner or employee of a large corporation. While this means you may have to learn how to interact with various specialized programs, the reality offers a less stressful way to work with documents through online tools. These solutions offer a variety of benefits and are available for instant use from anywhere, streamlining workflows and increasing productivity.
Which AI software to choose for document manipulation?
The specific tools you may need for your job depend on your personal needs. If real-time collaboration on documents is crucial, a platform like Google Docs could be your choice. This is an excellent example of how AI is driving demand for software engineers.
For secure storage and syncing between devices, Dropbox could be the perfect choice. If you often need help converting files between different formats, you can check out the web converters offered by iScanner. Determining document-related pain points is the first step in identifying the software that will really make a difference.
Top 6 Online Document Management Software
1. Google Docs (document creation and collaboration)
Google Docs is the first candidate that comes to mind when you think about collaborative document creation in real time. This is a versatile web-based platform that is free to use and easy to master. Allows multiple users to edit documents, spreadsheets, and presentations simultaneously. Google Docs also has built-in chat and functional comment threads, making collaboration fluid and effortless. Version history and accessibility from any device greatly increase the convenience of the platform.
Advantages:
- Free to use and available on any device with an internet connection
- Real-time collaboration for multiple users
- Effortless sharing and permission management
- Version history
Cons:
- Limited offline functionality
- Fewer formatting options compared to some desktop programs
2. DropBox (cloud storage and file sync)
Dropbox has made a name for itself as a cloud storage giant, so you’ve probably heard of it at some point. This service allows users to store and share any file on different devices securely. However, this is not simple storage; Dropbox also offers automatic file syncing and supports version history. Even file sharing is available in two different ways: through links or shared folders. Overall, it is a powerful tool that both individuals and organizations will find useful.
Advantages:
- Reputable cloud storage
- Automatic file synchronization across different devices
- Easy file sharing with permissions control
- Reliable security measures
Cons:
- Limited storage space in free tiers
- It can be quite expensive for large storage needs.
3. iScanner File Converter (Document Conversion)
iScanner web converters are versatile tools, each designed to address a specific document conversion scenario such as docx to jpg converter in iScanner. Although the files it converts to other formats may include some valuable data, there’s no need to worry: iScanner web converters strictly follow major data protection laws, namely the GDPR and CCPA.
Advantages:
- Fast and completely free
- Safe and secure conversion
- Does not require setting up an account or installing an app
- Easy to use user interface
Cons:
- May not cover the entire spectrum of document conversion
- The quality of the conversion may vary depending on the complexity of the document.
4. Google Translate (text translation)
While Google Translate is not necessarily a dedicated document management tool, this platform has become the basic solution for anyone working with multilingual content. It offers instant translations for over 100 languages and works seamlessly with documents, web pages, and even images. It is not the best translation service on the market, as it is not always 100% accurate; However, its unprecedented speed and broad linguistic coverage allow it to stand out as a valuable tool.
Advantages:
- Free and easy to use
- Supports a large number of languages
- You can translate text within images.
- Offers multiple input methods (writing, voice, handwriting)
Cons:
- Translations can lack nuance and precision, especially in the case of complex texts.
- Not suitable for professional translations that require high precision.
5. Evernote (document annotation)
Evernote is a digital note-taking powerhouse that shines with its ability to organize and annotate various types of content, including documents. With Evernote, you can clip web pages, annotate PDF files, record audio notes linked to specific files, and organize your document-related research in searchable notebooks.
Advantages:
- Versatile note-taking and annotation features
- Supports various document formats, including PDF
- Powerful ecosystem with notebooks, tags and search functions
- Cross-platform collaboration and synchronization options
Cons:
- Free plan has limited features and storage
- Can be overwhelming for simple note-taking tasks
6. Zapier (Automation)
Zapier is not a document editor or storage solution per se, but it is a game-changer when it comes to automating document workflows. This platform connects different applications, allowing you to create “Zaps” that automate repetitive tasks. For example, you can set up a Zap to automatically save email attachments to your Dropbox folder or convert new Google Docs files to PDF and upload them to a specific cloud storage location.
Advantages:
- Extensive application integration
- An easy-to-use interface for creating Zaps
- Save time and reduce manual effort
- Offers a free plan for basic automation needs.
Cons:
- Complex Zaps can be difficult to set up
- Higher tier plans with more features can be expensive
What is the benefit of online software?
The beauty of online software lies in its accessibility, collaborative potential, and inherent flexibility. These tools break down geographic barriers, allowing employees and professionals to work together in real time regardless of their physical location. The online software requires no bulky installations or manual updates, ensuring you’ll always be equipped with the latest features. Additionally, subscription-based models typically offer more flexibility compared to traditional software licenses, allowing you to increase or decrease your usage as needed.
