You have the documents, not the data

Most companies have digital archives that are de facto paper binders online. PDFs, scans, files with no common structure. Finding specific information takes minutes, sometimes hours. Automating document work is not a matter of innovation - it's an operational need.

GenAI's new tools help break down the barrier between content and data. Below you will find 5 specific scenarios where you can use GenAI to organize documents, speed up processes and improve the quality of decisions.

1. Extracting Data from contracts and administrative decisions

This is one of GenAI's most common use cases. There is a lot of key data in documents such as contracts or administrative decisions: dates, case numbers, locations, financial terms, parties to the contract. The problem is that they do not always appear in the same place, they are not marked with headings, and their layout varies depending on the source. GenAI can “read” documents like a human - it understands context, recognizes proper names, can separate sections and extract data even from text written in ambiguous official language. This is especially useful when processing a backlog of documents that has been sitting in an archive for years.

GenAI can "read" documents like a human—it understands context, recognizes proper names, identifies sections, and extracts information even from ambiguous legal language. This is especially useful when processing document backlogs that have been piling up in the archive for years.

Using advanced machine learning models, GenAI can analyze various formats and document structures, even when they are disorganized or contain errors. The model must be trained on large datasets, allowing it to recognize patterns and specific information in the text. As a result, companies can automate the processing of contracts and administrative documents, significantly reducing manual data entry time and minimizing errors.

Integrating GenAI with existing IT systems allows quick access to extracted data, which can then be used in business processes, analysis, or reporting. This enables companies to make better-informed decisions based on current and accurate document information.

2. Categorization of documents without structure

In many companies, the name of a file says nothing about its contents. Folders are full of files like “scan_2021.pdf” or “file123_final_ver7.pdf.” Implementing GenAI makes it possible to automate the classification of such documents based on their content, not their name. The model can determine whether a document is a contract, a protocol, a decision, an addendum or an invoice - and assign it an appropriate tag or path. Such categorization is the first step in building order and preparing the ground for further automation, such as routing to appropriate systems or departments.

Using advanced natural language processing (NLP) techniques, GenAI analyzes documents semantically, enabling precise identification even when dealing with non-standard formats or irregular structures. The model learns from large training datasets, allowing it to recognize patterns and features characteristic of specific document categories.

Automating document classification not only speeds up operational processes but also minimizes human error during manual sorting. As a result, companies gain better control over their information resources, leading to more efficient document management and quicker access to necessary information.

GenAI document classification can be easily integrated with existing document management systems, increasing ROI and enabling gradual automation expansion, such as data extraction or report generation.

3. Validate data in documents

Errors in documents can be costly. An incorrect effective date of a contract, an incorrect decision number or a discrepancy between documents are problems that are difficult to catch manually on a larger scale. GenAI can act as a validation layer: checking data against patterns, detecting anomalies and flagging discrepancies. It can also compare documents with each other and assess whether they contain the same data that should be in compliance. This is a huge time saver for operations teams and guarantees greater consistency.

Using advanced algorithms and machine learning models, GenAI can analyze large volumes of documents quickly, identifying potential issues that human reviewers might miss. The system learns from historical data and patterns, improving its validation accuracy over time. It can also generate reports highlighting problems, enabling swift corrective actions.

In practice, this means companies can reduce legal and financial risks from documentation errors while improving team efficiency. Data validation with GenAI is not just a control tool—it also supports the quality and safety of business processes.

4. Create metrics and reports based on documentsntów

The data that is in the documents can be automatically transformed into reports and metrics. The number of active contracts, obligations expiring in the coming months, distribution of costs by location, all of this can be generated without manually typing the data into Excel. GenAI extracts data from documents and structures it so that it can be analyzed in BI (e.g. Looker Studio, Power BI). The report is not created once - it can be updated with the influx of new documents.

This gives companies fast access to up-to-date information, enabling more informed business decisions. Automating this process eliminates errors from manual data entry and significantly reduces analysis preparation time. Integration with various BI platforms also allows customized reports for specific departments or projects.

This approach supports real-time monitoring of key performance indicators (KPIs), crucial in today’s fast-paced business environment. GenAI can also help generate data visualizations that aid interpretation and team communication.

In practice, generating metrics and reports with GenAI is a step toward digital transformation—boosting operational efficiency and improving resource and risk management.

5. Handling the influx of new documents

A system based on GenAI can operate continuously, reacting to new files coming in. The document goes to the cloud, the model classifies it, extracts the data, validates it, and then stores it in the database and archive. The user gets a ready-made record that he can use in his daily work. In this way, we not only process the past (backlog), but build the process of the future: current documents immediately go to the right place, in the right structure.

This continuous document processing greatly improves the workflow of teams handling large volumes of data. Automating the intake and classification process reduces errors and enables quicker responses to business needs. Moreover, integration with systems like document management platforms or analytics tools means extracted data can feed further analysis, reporting, or decision-making.

Implementing this solution requires proper IT infrastructure and team training to fully leverage GenAI’s potential. However, the benefits—time savings, operational cost reduction, and improved work quality—quickly make the investment worthwhile. It gives the organization flexibility and readiness to adapt to changing market conditions and legal regulations.

What's next? Summary

Each of these scenarios can be implemented in stages. It is not necessary to build everything at once. Just start with a specific problem, define the data and process, and then iteratively develop the system.

If you want to know what this might look like for you, start by preparing your team and your data. Implementing GenAI for records work doesn't start with choosing a model, it starts with auditing your documents, identifying your business goals and defining what data is critical to your organization.

At Alterdata, we can help your company through this entire process: from asset analysis, to solution design, to integration with your data environment. Instead of one-size-fits-all templates, we build systems tailored to your problem.

Want to see what this could look like for you? Check out the video below or contact us.