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Automatic Document Classification

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Unlock the Power of Automated Document Classification with SmartSoft

SmartSoft’s automatic document classification software leverages Deep Learning, a subfield of machine learning, to intelligently classify large volumes of documents without the need for complex rule management. Our neural network-based technology simplifies the process by learning from initial user feedback. Flexible in deployment, the software can be set up in the cloud, on hosted servers, or on-premises, and is accessible via web or desktop applications. Its SDK allows easy integration into third-party applications, making it adaptable to various document processing software environments.

Redefining Document Classification

SmartSoft’s document classification software offers a user-friendly approach to creating a customized machine learning model. Users can train the system by supplying their own documents and categorizing them into distinct types. This process tailors the software to their specific needs, building a personalized classification model. Each document classified by the system is assigned a confidence metric. Users have the flexibility to configure how the software handles these classifications based on their confidence levels. For instance, they can choose to manually review classifications with lower confidence scores, ensuring greater control and accuracy in the document sorting process.

Our classification engine brings:

 

Automated Document Classification

No more tedious rules or constant updates. Experience accurate classification without the manual hustle.

Flexible Training Process

Train the software according to your needs – be it user-driven, vendor-supported, or pre-configured for popular document types.

Adaptable Design

Our document classification system ensures the training data remains separate, meaning there’s no need for a redesign when adapting to new document environments.

Automated Document Classification SDK

Our Document Classification technology can now be integraged into third-party document processing systems

Deployment As You Like

Whether you’re keen on cloud solutions or prefer on-premises setups, our automated document management software flexes to your preference. Access it through a web browser or a thin desktop client. Both standalone and server versions are available to match your business needs.

 

Integration Made Simple

Thinking of blending the automated classification system into your current apps? With our Document Classification SDK, integrating our robust document classification tool into third-party applications has never been easier.

 

Game Changing Full Automation

With full automation solutions, businesses can save countless hours, reduce errors, and focus on what truly matters. Dive deep into the benefits of streamlined operations with SmartSoft and let automation transform your document management journey.

 

Don’t let manual processes hold you back. Embrace the new era of automated document processing with SmartSoft and watch your productivity soar.

Automatic Document Classification Software

 

Navigating the World of Automatic Document Classification: A Comprehensive Guide

In today’s digital environment, managing and sorting through vast amounts of documents can be a daunting task for organizations. 

Imagine you’re in a room filled with stacks of papers, each one different from the last. Some are invoices, others are emails, and a few are reports. Your task is to organize them into neat piles. Sounds exhausting, right?

This is where automatic document classification comes into play, a technological solution that streamlines the process, making it more efficient and accurate. Let’s dive into how this technology works, the industries it benefits, possible approaches to implementation, and the challenges you might face along the way.

The Power of Automatic Document Classification

Automatic document classification has application in many industries and sectors. Legal cases, patient records, insurance claims. Thousands or even millions of forms must be sorted and processed daily. The versatility of document classification makes it a valuable tool across the board.

Applications

This technology is not just about sorting documents into folders; it’s about making data searchable, protecting sensitive information, speeding up payments. You might want to tag doc. files by topic, or level of sensitivity or process different documents through different channels – think invoices vs purchase orders. 

Possible Approaches to Automatic Document Classification

When it comes to implementing document classification, there are several approaches, each with its unique advantages.

  • Keywords

The simplest method involves using keywords. This approach classifies documents based on specific words they contain. It sounds straightforward but is not as efficient as it may sound. Keyword-based classification has a problem with language subtleties. For example, an invoice might say, “Please check our bank details before making the payment” or “Check the quantities and price.” A naive keyword-based system might erroneously decide the word check means the document is a payment check. This illustrates the need for methods that can interpret the specific meanings and nuances of language.

  • Machine Learning (ML)

A more advanced method involves machine learning (ML), which can very much enhance the accuracy of document classification.

How ML Works

ML models learn from examples. You feed the system a number of documents which have already been classified correctly by a human, and it learns the characteristics (called features) that are specific for each category. Provided that the model has been trained with a sufficient number of documents it produces much better results than a naive keyword-based solution.

But how does this work exactly?

 

  • Bayes: Imagine you’re trying to find whether an email is spam or not based on the words it contains. A Bayes algorithm would calculate the likelihood of an email being spam based on how frequently certain words occur. It’s like making a guess based on past experience. Look up Bayes Theorem for more details;
  • Support Vector Machine (SVM): With this method you find a mathematical boundary that separates categories of documents in the best possible way. The system repeatedly tries different boundaries, assesses the result and tries again. Think of it as finding a way to draw a line on a sheet of paper between points of different color, ensuring points of different color are on the opposite site of the line and as far away from the line as possible;
  • Neural Networks: These are more complex algorithms that have been inspired by the human brain. They find patterns in your data set and use the power of GPUs to adjust the connections in a network of nodes called neurons – similarly to the cells in your brain. At a high level you can think of it as similar to teaching a child to recognize objects by showing her examples again and again.

Pretrained Models and Customization

You can deploy pretrained models that already know how to distinguish between various document types. There are common types of documents like invoices, job applications, etc. These models provide a quick start but for best results it is preferable to customize the model based on your organization’s specific environment. 

Challenges

Implementing automatic document classification might seem straightforward at first glance but in fact it’s a very complex task with many surprising challenges.

  • The Complexity of Human Language: Words can be confusing. Training a computer to understand and sort documents correctly, especially with all the nuances, ambiguities and synonyms is a big challenge;
  • While automation can speed up the process, it’s by no means perfect. Finding the right balance between the speed of machine processing and human operator verification is really important in practice;
  • Integration With Other Systems: At the end of the day document classification is not an end in itself. Your document classification software must be capable of seamlessly interacting with existing software further downstream in the workflow, such as DMS or ERP software. These systems normally provide APIs for integration or can accept general purpose file formats such as CSV or XML. However, most probably once your docs. files have been classified they will have to pass to another part of your processing system that knows how to read them and capture some key data. 

Advanced Features: Multi-Language Support, Customization, Scalability and Extensibility

Advanced document classification systems offer multi-language support, allowing organizations to classify documents in various languages. Customization and extensibility options make it possible to adapt the system to specific needs – SmartSoft Invoices features a plugin system where third-party developers can easily implement new, specific features that probably only make sense for a specific client. Scalability capabilities ensure that the system can handle growing amounts of documents – thousands or millions – the software should be able to handle it. 

OCR

But how does the system read the content of the documents it has to classify? With machine generated PDF documents classification software extracts the content by reading the PDF file format. However there are also many scanned files. These don’t contain any textual information – for the software they are just images, think a photo of a page. This is where OCR comes to play. It is software technology that can read the letters from an image. These days most OCR engines use a ML approach and many are capable of capturing low resolution scans and even handwriting. Note that many document processing and categorization systems support multiple OCR engines such as Tesseract, Microsoft Azure OCR, Google Cloud OCR, etc. which is selected based on the requirements.

Other Benefits

The value of automatic document classification is obvious but it can provide some unexpected benefits. It can enhance data analytics, and provide deeper insights into the information available in your organization. It can also improve compliance and risk management by making sure sensitive information is correctly tagged and stored. It can improve the level of your customer service helping your employees find the right document quickly. It can help decision makers by letting them find the necessary information easily. 

Implementation 

Document classification systems can be deployed on the premises or in the cloud. They can be entirely under your own control, or managed by a provider. A middle ground approach is to host the system in one of the popular cloud platforms such as Microsoft Azure. The benefit is that you don’t have to allocate hardware and human resources for maintenance but keep fully under your control. 

 

Where to start 

But ultimately, the best thing you can do is start today. Reach to us today with your specific use case. We will provide you with a free, fully functional and configured document classification system that you can play with and make sure it meets your needs before making a commitment.