AI has burst into organizations, transforming the way data is created, processed and shared. However, after its accelerated adoption, a silent phenomenon emerges that few were prepared to face: documentary overload.
Every intelligent assistant, every generative model, and every AI-based automation produces a constant tide of files, versions, and derived content. The result is a massive accumulation of unstructured information that many companies are no longer able to control.
The new information overload
According to a recent IDC report, 80% of today’s corporate data lacks a defined structure, and its volume doubles every two years. At this rate, artificial intelligence not only multiplies the creation of knowledge, but also information chaos. Automatically generated emails, repeated reports, images, texts and different versions of the same document are stored without classification or hierarchy.
This scenario is generating a new type of inefficiency within organizations. The loss of traceability, the duplication of information or the lack of control over data ownership are beginning to have a direct cost on productivity and decision making.
“The problem is not AI, but the lack of governance over the information it generates. Without a solid document management system, companies risk decisions based on incomplete or duplicate data,” explains Gaspar Palmer, CEO of OpenKM, who also warns that “AI is generating knowledge, but also noise.”
Artificial intelligence (AI) not only multiplies the creation of knowledge, but also information chaos
Intelligent document management as an answer
Faced with this new reality, the most advanced companies are already betting on combining artificial intelligence with document management solutions. In this field, OpenKM proposes a comprehensive model that does not seek to produce more information, but rather to give it meaning. Its proposal consists of structuring, auditing and ensuring the complete life cycle of each document, from its creation to its certified elimination.
The system allows you to maintain full control over each file, know who modifies or shares it, and guarantees that only one valid version exists. This approach not only reduces clutter, but turns information into a strategic asset. In terms of security, OpenKM applies encryption, authentication and auditing mechanisms that comply with international regulations such as the GDPR or CCPA, which reinforces trust in the processing of sensitive data.
In addition, it incorporates intelligent searches powered by AI, capable of locating documents by content, context or metadata. This capacity is essential in environments where the amount of information grows exponentially.
From excess data to useful knowledge
The issue is not only technical, but strategic. According to Gartner, six out of ten companies lack effective document governance policies. In practice, this means that much internal knowledge is dispersed or inaccessible, limiting innovation and slowing down decision-making.
“Document management is no longer an administrative issue, but a matter of corporate intelligence. Companies that control their information can better train their AI models, make faster decisions and reduce their exposure to legal risks,” underlines Gaspar Palmer.
The challenge, therefore, is to move from the disorderly accumulation of data to structured and accessible knowledge. Only in this way can organizations take advantage of the true potential of artificial intelligence.
“Artificial intelligence needs structure, context and security. It is not enough to generate more information, you have to know where it is, who uses it and how long it should be kept. Only then can we talk about true digital transformation,” concludes the CEO of OpenKM.
