Can AI make records management less painful?

From health to finance, paper documentation is still common.

Surprisingly, filing cabinets, inter-office document requests and manual data entry are pressure points for many developed economies, even in 2025.

Isn’t there a better way? enter AI-driven records management.

How challenging are paper records in the digital era?

Despite comprehensive digital solutions, healthcare providers, law firms, government agencies, and financial institutions still must contend with physical records.  Even if an organization is now fully digital, archives are still relevant to many.

This poses several challenges for businesses:

1. Secure and efficient storage: “Where can the documents be housed safety?”
2. Harder to access information: “Where are the documents when they are needed?”
3. Compliance headaches: “Have we made sure to destroy and delete our documents when legally required?”

Traditional records management has many more “moving parts” than just putting a box in a closet or warehouse somewhere.

It’s not surprising that we’re increasingly seeing clients who want their archives digitized. What does this mean in practice? Scanning documents and turning them into PDFs is a start, but there’s more to it than that.

AI is transforming how we scan  

Machine learning and Large Language Models (LLMs) offer immediate advantages. We’ve been using Optical and Intelligent Character Recognition (OCR/ICR) technology to read text and handwriting for years, but where once this technology was cumbersome, the enormous datasets that sit behind LLMs have made this technology astonishingly accurate.

Let’s give a real-world example: Imagine thousands of handwritten notes being parsed and made immediately indexable and searchable. It can automatically extract data, classify document types, and even detect errors. This process only gets smarter with time as the machine continues to learn, due to the nature of the datasets.

In a healthcare setting, AI can scan and parse patient records in seconds and in the future will likely pull suggested diagnoses or medications for review. In finance, AI tools can scan through loan applications or invoices and automatically flag missing signatures or calculate totals.

Within this tech ecosystem, scanning is just one part of a multi-layered puzzle, but it’s a very important one.

Let’s get back to basics. Even if you’re just beginning with Intelligent Document Process (IDP), what tangible benefits does it bring to your organization?

• First, far less manual effort. Tedious tasks like data entry are handled by AI, which means employees can focus on analysis and decision-making instead of paperwork. This not only saves time but also cuts costs.
• Second, higher accuracy. Humans make mistakes. AI systems, however, excel at repetitive tasks and maintain consistent quality. They can even spot very unique errors and inconsistencies. For example, an AI might alert you if a page in a scanned contract is missing a signature or if a date doesn’t match across documents.
• Third, faster access to critical information. Once your records are digitized and indexed, finding information becomes significantly quicker. You then have the ability to locate records based on a prompt function much like a Google search of your files. Our own scanning solutions emphasize quick retrieval; with intelligent indexing, your team can pull up the right document in seconds, not hours.
• Finally compliance is also improved. When regulations change, AI can help ensure record retention and disposal rules are followed automatically. These factors give organizations peace of mind that their information is safe and governed, without adding extra burden on staff.

What makes Crown Information Management different?

What sets us apart is that we’re not just an IT provider, but a full-service information management partner. We handle everything from the heavy lifting of physical records storage with our owned facilities, to scanning with our IDP-enabled IBML scanners, to the nuances of digital indexing and data management.

Our philosophy is: we’re not a software vendor, we don’t just scan documents, we deliver a secure, structured, and intelligent digitization process that adds real value and is based first and foremost on your specific requirements.

Don’t let outdated record-keeping hold your business back. Get in touch with one of our experts to start your digitalization journey.