3 Ways AI Can Help You Meet the M-23-07 Transition to Electronic Records Mandate
To achieve compliance with the M-23-07 mandate, what’s the fastest path forward?
Automation solutions that leverage artificial intelligence (AI) and machine learning (ML) can improve current processes quickly and facilitate compliance. Hyland’s Alfresco Digital Business Platform (DBP) integrates with several Amazon Web Services (AWS) AI capabilities that can improve records management.
Read more to learn about three high-powered AWS tools.
1. Amazon Textract: AI can identify, capture and sort content
Paper-based agencies have an immense volume of paper records. These have been created daily, for years, and the volume of data has only grown.
Agencies making the switch to M-23-07 compliance need efficiency in their processes to serve their staff and stakeholders going forward. This can be achieved by:
- Identifying all content coming into the agency
- Capturing the content from its source — not just reactively scanning paper documents
- Transforming the captured data into usable, searchable electronic records
Agencies need a process in place to facilitate the transformation of the record to electronic means. One option for identifying content is leveraging an AI capability that performs document analysis. Amazon’s Textract provides this analysis by automatically extracting text and data from a variety of documents, including:
- Word documents
- Documents with handwriting
- Forms of all varieties
- Specialized formats (e.g., invoices, expenses and identity documents)
- Tables of all varieties
The metadata that comes out of Amazon Textract can be put in a searchable database that is made available within a content solution.
Derek Doerr, an AWS principal solutions architect and co-host of the “AI and ML for Records Management” webinar, said that without this type of intelligent automation, agencies will find it difficult to process records or make them usable and accessible.
2. Amazon Comprehend: AI capabilities can help users see a better future
User adoption can be a challenge for any digital transformation initiative.
Change is hard, and getting a government employee who has diligently followed the same processes day-in and day-out to use a new solution can be tough.
“For many government agencies, their biggest barrier will be getting employees to adopt the solution, get trained in the solution and be able to adapt when the solution rolls out a new update,” Doller said.
Often, seeing is the trick to believing.
When employees can visualize a digitized version of their current manual processes, they’re more likely to take part in bringing it to life. For example, a solution like Amazon’s Comprehend, which uses natural language processing (NLP) to digest content and extract insights, will eliminate time-consuming tasks for employees. Amazon Comprehend can:
- Surface the information workers need
- Infer relationships in unstructured data
- Extract data insights
- Make that data searchable
“Amazon Comprehend can look at a chunk of text and process it in different ways,” Doerr said. “For example, it can go in pretrained models to extract known entities. So it could pick out organization name, a location, dates and times, a person’s proper name, quantity and so forth. It can also go through and identify whether a piece of data looks like personally identifiable information and then process a redaction of it.”