How to Turn Document Archives into Strategic Assets?

For over 20 years, we have been turning documents into a key source of information

In today’s world, businesses face the challenge of managing vast amounts of data in the form of electronic documents, scanned files, and emails. Many of these resources are stored in so-called “cold archives” – places where data is kept but rarely utilised. While this approach ensures legal compliance and information availability, it does not bring real business benefits.

The CONTMAN EiDION solution, powered by advanced large language models (LLM) and supported by the CONTMAN ALTAiR electronic repository, enables organisations to transform these resources into strategic assets through the following steps:

Data Analysis and Transformation

CONTMAN EiDION enables the use of LLM technology for the analysis of documents and emails. This allows:

Extraction of key content: Essential information, such as contact details, deadlines, facts, and business contexts, is automatically identified.
Classification and data organisation: Documents are assigned to relevant categories and tagged based on their content, significantly improving searchability.

Creating “Living” Documents

Instead of storing data in a static format, CONTMAN EiDION allows transforming them into “living” documents:

Documents are enriched with metadata, enabling more precise searching.
Content is converted into editable formats, allowing further use, such as generating reports, applications, or summaries.

Process Automation

Thanks to CONTMAN EiDION’s integration with existing IT systems:

Automated email responses: LLM models can analyse queries and automatically generate replies.
Decision-making support: Identified trends and insights from documents help optimise business processes.

A Source of Knowledge and Innovation

Data transformation enables its use as a knowledge base:

Report and analysis creation: Automatic generation of personalised analyses for management.
Pattern and trend detection: Identification of recurring patterns in historical data.

Transforming cold archives into sources of knowledge with CONTMAN EiDION is a step towards an organisation’s digital maturity. This solution enables companies not only to meet legal data storage requirements but, most importantly, to maximise the business value of their collected information.

Business Benefits

Time and Cost Savings
Process automation reduces manual work and minimises human errors.
Increased Efficiency
Easy access to information enables faster decision-making.
Improved Customer Service Quality
Automated and accurate responses to customer inquiries enhance their satisfaction.
Unlocking Hidden Data Potential
Archives become strategic assets rather than costly information storage.

Examples of Applications

Human Resources Logistics Insurance Banking

Employee Document Management
- Automatic extraction of key data from employment contracts, annexes, leave requests, and employee evaluation forms.
- Easy document search based on names, national identification numbers, job positions, or employment dates.
Recruitment Process Automation
- Analysis of applications and CVs to identify the best-matched candidates.
- Generating automatic responses to applications and scheduling interviews.
Employee Performance Optimisation
- Processing data from evaluation forms and performance reports.
- Identifying trends, such as frequent training needs, and automatically generating performance summaries.
Support in Compliance with Labour Law Regulations
- Automatic verification of documentation for legal compliance, such as deadlines for periodic medical check-ups or health and safety training.
- Quick generation of reports for internal or external audits.
HR Analytics
- Automatic generation of reports on employee turnover, absenteeism, leave usage, and salary structures.
- Forecasting workforce needs based on historical data.
Handling Employee Inquiries
- Automatically analysing and responding to frequently asked questions regarding salaries, leave policies, or internal procedures.
- Reducing response time and easing the workload of the HR department.
Streamlining Onboarding and Offboarding Processes
- Automating the generation of documentation for new employees (e.g. contracts, certificates).
- Creating reports on employee departure reasons to identify potential issues.

Automatic Processing of Transport Documentation
- Extracting key data from invoices, waybills, and orders.
- Quick document search based on shipment numbers, delivery dates, or contractor details.
Route Optimisation and Operational Process Improvement
- Analysing historical transport data to identify delays, costs, and performance patterns.
- Using insights to design more efficient routes and reduce costs.
Automated Customer Inquiry Responses
- Analysing email content regarding shipment status or complaints.
- Generating automatic responses and escalating more complex cases.
Report and Forecast Generation
- Automatically generating reports on KPIs, transport costs, and process efficiency.
- Forecasting future performance based on historical trends.
Compliance and Audit Management
- Quick access to documents required for audits or inspections.
- Enhancing management of legally compliant documentation.
Reduction of Operational Costs
- Reducing time and effort needed for processing documents and emails.
- Eliminating errors resulting from manual data handling.

Policy Document Management
- Automatic extraction of data from policies, insurance agreements, attachments, and annexes.
- Quick document search based on policy numbers, client details, or contract validity dates.
Insurance Claims Processing
- Automatic analysis of claim submissions and categorisation into relevant types (e.g. motor, health claims).
- Facilitating document processing related to claims settlement, such as invoices, reports, and photos.
Customer Email Analysis
- Automatic reading of queries regarding claim status, payments, or policy terms.
- Generating automated responses to frequently asked questions, such as premium payment deadlines.
Risk Analysis and Actuarial Reporting
- Automated analysis of historical claims data and insurance events.
- Identifying risk patterns, e.g. in specific regions or customer groups, to tailor insurance offerings.
Offer Optimisation and Cross-Selling
- Analysing customer data to identify potential insurance needs and recommend suitable products.
- Generating reports on the effectiveness of marketing campaigns.
Regulatory Compliance Support
- Facilitating audits with quick access to legally compliant documentation.
- Automatically verifying whether documents meet legal requirements, such as GDPR or Solvency II.
Reduction of Operational Costs
- Automating the processing of large volumes of data and documents, reducing the need for manual data entry.
- Minimising errors caused by manual handling.
Faster Claims Settlement
- Automatic extraction of key information from claim documents and quick analysis.
- Identifying missing information and generating notifications for customers.

Credit and Financial Document Management
- Automatic extraction of key data from loan agreements, applications, certificates, and securities.
- Quick document search based on account numbers, Customer details, or transaction dates.
Automation of Credit Processes
- Analysis of loan applications for compliance with bank requirements and legal regulations.
- Identification of missing documents and automatic notifications for Customers.
Customer Inquiry Handling
- Automatic analysis of email queries regarding balances, transactions, or loan repayments.
- Generating quick, automated responses to frequently asked questions.
Regulatory Compliance and Audit
- Facilitating compliance with regulatory requirements such as AML (Anti-Money Laundering) and GDPR.
- Quick access to relevant documents during audits and inspections.
Optimisation of Customer Service Processes
- Automatic analysis of customer data to personalise offers for banking products such as deposits, loans, or insurance.
- Generating reports on the effectiveness of cross-selling and upselling campaigns.
Risk Analysis and Credit Portfolio Management
- Extracting data on credit histories, payment delays, and customer incomes.
- Creating credit risk reports to support better financial decision-making.
Automated Transaction Monitoring
- Analysing large volumes of transactions for anomalies, financial fraud, or suspicious patterns.
- Generating real-time alerts to enhance compliance and security.
Financial Reporting
- Automatically generating management reports on financial performance, cost structure, and Customer portfolios.
- Enhancing historical data analysis to forecast future trends.
Debt Collection Support
- Automatic analysis of agreements, repayment histories, and overdue payments.
- Generating debt collection letters and reports on outstanding receivables.

How to Turn Document Archives into Strategic Assets?

For over 20 years, we have been turning documents into a key source of information

Data Analysis and Transformation

Creating “Living” Documents

Process Automation

A Source of Knowledge and Innovation

Transforming cold archives into sources of knowledge with CONTMAN EiDION is a step towards an organisation’s digital maturity. This solution enables companies not only to meet legal data storage requirements but, most importantly, to maximise the business value of their collected information.

Business Benefits

Time and Cost Savings

Increased Efficiency

Improved Customer Service Quality

Unlocking Hidden Data Potential

Examples of Applications

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