Organizations across the world have a common problem with records and data management i.e. where it is located, who can access it, and if it complies with company policies. Could Artificial Intelligence be the answer to all the issues related to storage and preservation of data?

In the coming years, AI will completely change how we deal with information as users. Traditional methods of records management will not survive under the weight of data and records and its complexity. The importance of AI is that it intelligently helps to automate the identification of information, classification, and retrieval archiving and disposal of records. Organizations have wished to fully apply the potential of AI into records management for over 20 years with no success. Machine learning, a subcategory of Artificial Intelligence, is the most promising technology for today's time. Machine learning does away the pains of the tedious and time-consuming process of training computer algorithms to look for specific elements. While using AI for records management.

Machine learning can be used to swim through unstructured data and text to learn about the format and content along the way. An example to understand this better is when you use a computer to translate English phrases to French, there is no requirement for a massive dictionary, instead, they infer basic structure and meaning from just a few sentences. As it moves forward, additional data information can be fed to enhance the computer's understanding of the various languages. The process is automatic and requires almost no human intervention.

Keeping this in mind, Machine learning is an excellent candidate for the most arduous area of records management i.e. classification. Humans would need to check the machine’s work in the beginning, but one of the benefits of machine intelligence is that the computer becomes more “smarter” as it goes along — eventually eliminating any need for human intervention.

Another use of machine learning can be to get rid of data duplication, as these big data-optimized devices are meant to check multiple files at one point in time. They can easily identify, flag, and even automatically delete duplicates.

Artificial intelligence can be further used to increase compliance in data and records management. Organizations need to assemble their data in very less time when it is time for audit and manually done, this is prone to errors owing to time limitations, but machines are trained to spot keywords, labels or patterns to identify documents and data relevant in the compliance process and pull them out.

Finally, AI can assist to increase data quality, which is a core problematic area for many organizations. Data and information fed by humans in machines can have multiple errors, misspellings, misplaced information, and other glitches. Such errors can lead to data duplication and hinder the organizations to get a full view of critical data. Artificial Intelligence can be used to look up postcodes entered into date fields or records with the same address and different names and many such glitches. The devices can automatically correct many of these errors, enabling organizations to significantly improve the quality of their data.