Artificial intelligence makes M-Files what it is

Artificial intelligence and machine learning are core elements in M-Files. It is the AI that enables a lot of the more advanced information management features.

  • Search for, access and manage information across different systems and repositories.
  • Separate business critical data from clutter.
  • Automatically tag content with metadata.

Find information based on what it is rather than where it is stored

M-Files is more than a content repository. In addition to storing content in M‑Files, you can also access information in any connected system or repository. You no longer need to know where someone stored the document you’re looking for; if you know even a little bit about the content of a document, you can find it.

M-Files also makes sure you always have the right, latest version of any document in hand. Versions are automatically stored, and everyone can access to the most recent approved version.

This is all possible through the artificial intelligence of M‑Files Intelligent Metadata Layer, and the connectors to external systems and repositories, such as network folders, SharePoint, OneDrive for Business and others.

Focus on important information

Sifting through a huge amount of clutter to find business-critical data is a very common problem in today’s offices. It’s estimated that only 0.5% of all organizational data is used for business decision-making.

M-Files Discovery allows you to crawl through information in network folders or SharePoint to identify patterns in that data with the help of artificial intelligence. Based on the analysis, M-Files Discovery will flag content and suggest metadata and workflows.

Automatically tag and classify information

Automation can help save time from monotonous manual document handling. AI can help tag information with correct metadata and enrich the metadata for future purposes. As 73% say their organization has no clear guidelines on how documents should be labelled, AI can help keep consistency.

M-Files offers several Intelligence Services that will help you automate your office work.

  • M-Files Smart Classifier: Automatically suggests a Class for an object, such as “Template”, “Agreement”, or “Offer”
  • M-Files Information Extractor: Automatically scans through the content of a document to suggest relevant metadata
  • M-Files Image Analysis: Automatically examines the image to suggest captions, categories, tags, and facial analysis results as metadata suggestions

Why Intelligence Matters in Information Management

So, how does “information management” become intelligent information management?

It Starts with Data… a Lot of Data

Today, the amount of all data on planet Earth is 2.7 Zettabytes, which is the equivalent of 200 billion HD movies. As if that wasn’t staggering enough, the amount of data keeps on growing at an accelerating speed, doubling every two years. As a practical example of the amount of data created, humans send over 200 million emails every minute.

Who can keep up with this flood of information?

Businesses try to tackle the data problem with content management systems. Yet, these systems can create more trouble, especially when technology stacks include multiple content repositories. Over half of companies use three or more separate content management systems. How do they then ensure that relevant data is available where it needs to be, when it is needed?

And What about Dark Data?

Over half of all information stored at an organization is so-called dark data. That is data that has not been analyzed, and no one actually knows what it is, or if it might be relevant for decision-making. In fact, it is estimated that only 0.5 percent of all data created is analyzed for operational decision-making.

The sheer amount of data, and especially unstructured data makes the management of that information a challenge. It is estimated that about 80-90% of organizational data is unstructured; it lies outside business systems in various emails, Microsoft Office documents, paper — hiding in every nook and cranny of a company’s storehouses.

The Need (or Obligation) to Manage Sensitive Data

GDPR and other regulations put pressure on organizations to manage information in a transparent, yet secure way. The consequences of non-compliance can be drastic.

But how do you manage data when there is too much of it, it is unstructured and unknown, and stored in several siloed systems?

Artificial intelligence to the Rescue!

 Just like oil, data needs to be refined to be useful.

Artificial Intelligence sounds a bit scary to some people. However, artificial intelligence and machine learning can be great assets in information management and especially in refining data. And, as our AI expert Jayson explains, artificial intelligence can (and should be) easy to use.

As I wrote in my earlier blog post about digitizing business, artificial intelligence can do what a human cannot — like finding familiar patterns from among a massive amount of data. This way, you can easily identify documents, for example, that contain  Personally Identifiable Information (PII) and add workflows to those documents to further manage them.

Looking for patterns is not the only way AI can help automate document management.

Metadata: Putting Content into Context

What is Metadata?

Metadata — data about other data — is used to tag information to make it easily classified and searchable. With metadata, you don’t need to rely on naming standards or file locations. You can simply find information based on what it is.

And what it is to you, or to your colleague at another department is highly personal. For someone working in the Accounts department, for example, the use case for the same information is different than for someone working in Sales. Yet, they need to access the exact same information. Metadata gives context to content.

Automatic metadata suggestions, such as document class, or document subject, can eliminate the burden of tagging for employees and allow them focus on more value-adding tasks. Text and image analysis can “read through” elements from the content and tag it accordingly. AI is tireless in its efficiency to meticulously tag content with relevant metadata to enrich the information for further context and make it more useful in the future.

If you’re interested in learning more about data and the benefits of intelligent information management, check out our eBook How to find a needle in a haystack.

More information

Five Ways AI Helps with Information Management

Artificial Intelligence helps with Information Management

Our Solution: One Repository to Rule them All, One Single Point of Truth

M-Files is built to be metadata driven, system and repository neutral, and intelligent. Thus, it can deliver on the promise of improved efficiency.

Rather than build yet another repository, M-Files allows businesses to access their data regardless of where it has been stored. Yes, it can be used as a repository of its own, and it might make sense to do so at a point, but there is no need to rush into a huge migration project.

The intelligence engines allow the above-mentioned efficiencies in information management, whether it is looking for some special type of data from among a multitude of stored data points or enriching the existing information for improved future use.

Listen to a podcast about AI changing the Enterprise Information Landscape

Feel free to contact us should you need more information