How AI helps to organize business documentation

Information overload, or what’s up in the market

In the early 2000s, large corporations were quick to take up powerful document management systems like SharePoint or Confluence.

Corporations have amassed millions of documents over the intervening 25 years, with identical files often stored in different places (locally or in the cloud), under different names and version IDs. Even where SharePoint or Confluence have indexed the docs, the search results will come out slow and cluttered. Different storage practices are a major problem: each team or employee gets to name and organize files in their own way. Chaos ensues.

Dilyara Safina: “Corporations have amassed millions of documents over the intervening 25 years, with identical files often stored in different locations. Even where SharePoint or Confluence have indexed the docs, the search results will come out slow and cluttered”.
Photo provided by Dilyara Safina

Things are made worse by the fact that massive amounts of data are generated at breakneck speed. Data comes in different formats and systems, not only in document form. People work with chat applications, social media, email, and corporate knowledge bases. Many experience an information overload, which causes people to rely on contextual prompts and meaning-based searches rather than memorize the exact wording from documents or messages.

This same information overload trivializes our memory: we remember interrelations between objects now rather than details. The brain adapts by remembering the context or event ("This is the report Ivan sent me”), not the exact wording from the report. All this leads to a place where employees have to spend hours and days searching for the right documents.

Artificial Intelligence and Advanced Large Language Models

Responding to these challenges, Russian companies are working to develop their own solutions for streamlined data management, generating innovative ideas for business process automation.

One, the product service company ICL Services, has come up with Pro.GenII, a leading edge solution harnessing the power of artificial intelligence to meet the needs of modern business. The Pro.GenII platform was originally created to enable companies to make better decisions, optimize their processes, and maximize earnings.

The platform has generative AI technology and advanced large language models at its core.

With Pro.GenII, a business any size can build its own smart search engine (or AI search) in just 60 minutes by simply uploading its corporate documents, and that AI-powered search engine will provide:

·  Intelligent dialogue and instant answer generation in a continuous 24/7 mode;

·  security: the large language models remain internal to the enterprise without internet access, the information stays in-company with role-based access control and guaranteed privacy;

·  up-to-date information based exclusively on documents uploaded to the PRO.GenII knowledge base;

·  comprehensive answers to questions, even when the information is spread across multiple documents.

Importantly, maximum data security is one of the platform’s fortés. Pro.GenII guarantees the ultimate privacy of corporate information. All data is processed exclusively within your company’s infrastructure. The isolated work environment rules out the chances of an online leak. Pro.GenII's operating principle is that of a GPT model embedded in a business environment, hence its solid protection of the integrity of trade secrets and confidential documents.

Who could use such a tool, and how?

We're aiming at four target groups.

1. Small businesses

Let's say, a business that sells and takes orders on its website would like to replace its human employees with an intelligent chatbot that would be able to retrieve data from the internal systems, tally stock balances, dialogue with customers, and select products to match customer requests just as effectively as a human employee would. Our client does not have to think through and put together complicated scripts, as PRO.GenII will conduct conversations on its own without any scripts.

2. Large B2BE, B2G companies

Companies that previously used SharePoint or Confluence to create enterprise knowledge bases and store documents. These companies are actively hiring. Their new employees could use our product during the onboarding phase to search the knowledge base for answers to all sorts of questions or search tons of documents/procedures stored on hard drives, in order to better understand the processes they will be part of.

For instance, the assistant helps retailers improve customer service and reduces the workload of their support teams. All it takes is to seamlessly connect Pro.GenII to the ticket processing system: when a customer queries support, the Pro.GenII-powered system will automatically codify the query and instantly return a precise answer or instructions. Pro.GenII will analyze and codify the query, instantly returning an accurate answer drawn from your historical data.

3. Large B2B companies

Companies with shared customer service centers that work with lots of electronic/digitized documents but lack advanced data retrieval tools. Our product would be suitable for a range of departments and areas, including lean manufacturing, finance and accounting, legal services, marketing, customer support and shared service centers, HR and new employee onboarding, IT, and project offices.

Employees may want to upload files to Pro.GenII that reflect the company's knowledge. The more diverse the data, the smarter the assistant gets. Here are a few examples:

· procedures and standards: ISO, 5S guidelines, audit minutes;

· templates and methodologies: A3 reports, PDCA cycles, value chain maps;

· historical data: incident reviews, Kaizen project outputs;

· dictionaries: Lean terms, equipment acronyms, internal lingo;

· Russian and international best practice cases.

4. Educational institutions

PRO.GenII can serve as a chatbot for prospective students and their parents during the admission campaign, minimizing call pressure on the university's call center. The knowledge base for answers draws data from the university's website. Pro.GenII is equipped to utilize documents and data from knowledge base systems, flexibly integrating with request management systems.

To make this happen, all it takes is for the user to simply upload the docs to the Telegram chatbot, ask their question, and instantly receive an accurate answer. You can ask Pro-GenII anything: about the GPA you need for admission, about halls of residence, scholarships and current class schedules. The AI assistant can help non-Russian speakers too—it speaks English, Turkish, Chinese, Arabic, and a few other languages.

Tool for the future

Pro.GenII is not just a solution but a full-fledged business partner capable of making balanced, informed decisions. The platform keeps evolving, integrating new technologies and adapting to user needs.

Artificial intelligence is no longer just a trendy technology but is fast becoming an integral prerequisite of successful business. Pro.GenII is the bridge spanning state-of-the-art technology and success in business, helping companies remain competitive in a rapidly changing world.

When you invest in a smart assistant in 2025, it's an investment in the future of your business that will pay off within its first few months of use. The platform is ready to help your business reach new levels of efficiency and profitability.

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