AI technology has made the lives of corporate employees easier than ever. A growing number of people are using AI to automate otherwise repetitive tasks. This explains why a recent poll found that 64% of employees feel that AI is changing fundamental aspects of their jobs.
One of the many ways that AI technology can help employees is by making it easier for them to manage and handle documents. This is an example of how many businesses are using AI. Keep reading to learn more about some of these many benefits.
AI is Making it Easier to Manage Documents
We have heard a lot about some of the many benefits of using AI to automate various jobs. Bloomberg published an article a couple of months ago on how a number of companies are using AI to automate butchering meat. But it is a lot more practical to use it to manage documents.
In the modern digital era, paperwork has expanded into a lot more time-consuming and skill-demanding activity, mainly because the “paper” part is slowly but steadily becoming a relic of the past. Efficient document handling now means being able to create, edit, share, and store digital files of different formats, regardless of whether you’re a freelancer, a small business owner, or an employee in a large corporation. While this implies that you may have to learn how to interact with various specialized software, the reality offers a less stressful way of working with documents via online tools. Such solutions offer a range of benefits and are readily available for instant use from anywhere, streamlining workflows and boosting productivity.
Which AI Software to Choose for Handling Documents?
The specific tools you may require for your work depend on your personal needs. If real-time collaboration on documents is crucial, a platform like Google Docs might be your go-to. This is a prime example of how AI is driving demand for software engineers.
For secure storage and syncing across devices, Dropbox could be the perfect choice. If you often need help converting files between different formats, you can look at the web converters iScanner offers. Determining your document-related pain points is the first step in identifying the software that will truly make a difference.
Top 6 Best Online Document-Handling Software
1. Google Docs (Document Creation and Collaboration)
Google Docs is the first candidate to come to mind when you think of collaborative document creation in real time. This is a versatile web-based platform that is free to use and easy to master. It allows multiple users to edit documents, spreadsheets, and presentations simultaneously. Google Docs also has an in-built chat and functional comment threads, making collaboration seamless and effortless. Version history and accessibility from any device greatly add to the platform’s convenience.
Pros:
- Free to use and available on any device with internet connection
- Real-time collaboration for multiple users
- Effortless sharing and permission management
- Version history
Cons:
- Limited offline functionality
- Fewer formatting options compared to some desktop software
2. DropBox (Cloud Storage and File Syncing)
Dropbox has made its name as a cloud storage giant, so you’ve probably heard of it at some point. This service allows users to store and share any files across different devices securely. This isn’t simple storage, though; Dropbox also offers automatic file syncing and supports version history. Even file sharing is available in two distinctive ways: either through links or shared folders. Overall, it’s a powerful tool, which both individuals and organizations will find useful.
Pros:
- Reputable cloud storage
- Automatic file syncing across different devices
- Easy file sharing with permission control
- Reliable security measures
Cons:
- Limited storage space on free tiers
- Can be quite expensive for large storage needs
3. iScanner’s File Converter (Document Conversion)
iScanner’s web converters are versatile tools, each designed to tackle a specific document conversion scenario like, for example, the docx to jpg converter on iScanner. Although the files you convert to other formats may include some valuable data, there’s no need for concern: iScanner’s web converters strictly follow major data protection laws, namely the GDPR and the CCPA.
Pros:
- Quick and completely free
- Safe and secure conversion
- Doesn’t require setting up an account or installing an app
- User-friendly UI
Cons:
- May not cover the entire spectrum of document conversion
- Conversion quality can vary depending on the document’s complexity
4. Google Translate (Text Translation)
While Google Translate isn’t necessarily a dedicated document-handling tool, this platform has nonetheless become the basic solution for anyone dealing with multilingual content. It offers instant translations for over 100 languages and seamlessly works with documents, web pages, and even images. It’s not the best translation service on the market, as it isn’t always 100% accurate; however, its unprecedented speed and wide language coverage allow it to stand out as a valuable tool.
Pros:
- Free and easy to use
- Supports a vast number of languages
- Can translate text within images
- Offers multiple input methods (typing, voice, handwriting)
Cons:
- Translations can lack nuance and accuracy, especially for complex texts
- Not suitable for professional translations requiring high precision
5. Evernote (Document Annotation)
Evernote is a digital note-taking powerhouse that shines in its ability to organize and annotate various types of content, including documents. With Evernote, you can clip web pages, annotate PDFs, record audio notes linked to specific files, and organize your document-related research in searchable notebooks.
Pros:
- Versatile note-taking and annotation features
- Supports various document formats, including PDFs
- Powerful ecosystem with notebooks, tags, and search functions
- Cross-platform syncing and collaboration options
Cons:
- Free plan has limited features and storage
- Can feel overwhelming for simple note-taking tasks
6. Zapier (Automation)
Zapier isn’t a document editor or storage solution itself, but it’s a game-changer when it comes to automating document workflows. This platform connects different apps, allowing you to create “Zaps” that automate repetitive tasks. For example, you can set up a Zap to automatically save email attachments to your Dropbox folder or convert new Google Docs files to PDFs and upload them to a specific cloud storage location.
Pros:
- Extensive app integration
- A user-friendly interface for making Zaps
- Saves time and reduces manual effort
- Offers a free plan for basic automation needs
Cons:
- Complex Zaps can be challenging to set up
- Higher-tier plans with more features can be expensive
What’s the Benefit of Online Software?
The beauty of online software lies in its accessibility, collaborative potential, and inherent flexibility. These tools break down geographical barriers, allowing employees and professionals to work together in real-time regardless of their physical location. Online software doesn’t require bulky installations and manual updates, ensuring you’re always equipped with the latest features. Furthermore, subscription-based models usually offer more flexibility compared to traditional software licenses, allowing you to scale your usage up or down as needed.