Knowledge was never more tangible

For years, important information was stored in thick folders, scattered in emails or in the minds of individual employees. Anyone searching for something had to painstakingly work their way through PDFs or piles of paper.
Today, it's different: With document AI, information can be found, understood, and processed within seconds. Instead of laboriously leafing through or scrolling, a simple question is sufficient.

“What deadline applies in Mrs Müller’s contract?”

The AI finds the answer immediately – including the text reference in the document, opening up new possibilities for efficiency and knowledge transparency.

The problem: Knowledge is stuck

Every day, countless documents are created in administrations – contracts, statements, protocols, emails. Yet most of them are unstructured. Their contents cannot be easily searched, and deadlines or clauses must be manually found.

Experience shows: Over 80% of all corporate data is unstructured, and only about 2% of it is actually used. This costs time, money, and nerves – especially in property management, where documents form the backbone of daily work.

The solution: Intelligent document processing

How does it work?

A document AI reads, understands, and processes information from PDFs or scans – almost like a human, just faster. With AI-based text recognition (OCR) & natural language processing (NLP) it recognizes content even from scanned documents and transforms it into structured, searchable data.
Old division declarations, contracts, or invoices are brought into a standardized format. Contract and property data can be directly extracted, compared, and processed further. Once processed, documents can be filtered by any criteria with a few clicks – or searched via voice input.

From Searching to Finding and Understanding

The document AI can automatically recognize and categorize contracts, statements, or protocols. Whether it’s a lease, an offer, or a report – everything ends up in the right place. Even more important is the search: Instead of setting filters, one can simply ask questions like:

“Which contracts are expiring in the next three months?”, “Which leases mention pet ownership?”

The AI understands the content and delivers precise answers – with the relevant text passages. It recognizes meaning and context, links terms like “notice period”, “contract end”, and “duration”, and searches multiple documents simultaneously.

This creates a networked knowledge base, that makes information not only findable, but truly usable – even for legal questions, when the AI compares laws or judgments with existing documents.

Security and Integration

Especially for confidential documents, security is crucial. Good systems process documents directly within the existing IT environment – without data being handed out.
The AI works with the sources you release and can be seamlessly integrated into existing systems.

Outlook: Knowledge becomes alive

Document AI is not a vision of the future but already a reality in many areas. It not only delivers answers but also recognizes connections, reports dates, or points out discrepancies in contracts.

The knowledge within the company thus becomes not only available but networked.

Solutions like DoNexus Document AI go a step further:

• It achieves over 95% accuracy in data recognition and over 90% shorter research times in everyday life

• It can search multiple documents simultaneously - even from up to 20 different sources

• All results are available in real-time and can be exported if needed, for example as an Excel or CSV file

Conclusion

Document AI puts an end to the information chaos. It liberates knowledge from files and minds and transforms it into usable data. What used to be a long search is now a simple question.

Systems like DoNexus already demonstrate how it works – securely, quickly, and seamlessly integrated into the daily routine of administration.