As digital transformation advances, the integration of artificial intelligence (AI) and automation becomes essential for document management. These technologies not only promise to revolutionize how organizations handle information and processes but also offer a range of benefits, from improving accuracy and efficiency to obtaining valuable insights for decision-making. Advanced AI algorithms, for example, can identify patterns and anomalies in documents, optimizing audit and compliance processes.
With optimistic market analyst predictions, it is expected that by 2027, 75% of large companies worldwide, including Brazil, will adopt AI to enhance document and information management. In this rapidly evolving technological landscape, information security and regulatory compliance also take center stage, with increasing investments in robust solutions to protect document assets against cyber threats and ensure data privacy. See the key trends set to shape document management in 2025:
Artificial Intelligence: Revolutionizing Document Management
Artificial intelligence and machine learning are increasingly integrated into document management systems. These technologies enable the analysis of large volumes of data and the extraction of valuable insights to support decision-making. For example, AI algorithms can identify patterns and anomalies in documents, improving the accuracy and efficiency of audit and compliance processes.
Natural language processing technologies are also expected to enable increasingly intuitive search functions, helping users find the exact document or information they need—providing instant access to the most relevant data.
A Gartner study predicts that by 2027, 75% of large enterprises worldwide, including Brazil, will use AI to improve document and information management.
RPA Systems Continue to Expand
In parallel, robotic process automation (RPA) is also gaining prominence. RPA tools are used to automate repetitive tasks related to document management, such as classification, filing, and information retrieval.
This frees up human resources for more strategic and high-value activities. A recent McKinsey & Company survey indicates that automation can increase productivity by up to 40% in Brazilian companies, resulting in significant time and resource savings.
Focus on Data Privacy and Compliance
Information security remains a top priority. With increasing digitization, new challenges related to data protection emerge. Organizations must ensure their information is secure against cyber threats and leaks.
In Brazil, the General Data Protection Law (LGPD) imposes stringent compliance requirements, and companies are heavily investing in security solutions to protect their document assets. Technologies like advanced encryption and multi-factor authentication are widely adopted to ensure document integrity and confidentiality.
Integrated Workflows and Digital Signatures
Document management systems are increasingly integrated with workflow systems and digital signature tools, optimizing time, additional systems, and physical storage costs.
These technologies also enable advanced data analysis, offering valuable insights that can guide strategic decision-making. With machine learning algorithms, companies can predict trends, identify patterns and anomalies, and even automate the generation of detailed reports on performance and risks associated with document management.
This not only enhances operational efficiency but also enables a proactive approach to risk mitigation and process optimization, ensuring companies stay ahead in a competitive market.
Accessible Data, Anytime, Anywhere
Cloud-based solutions are essential for enabling access to documents, workflows, and processes from anywhere—and cloud solutions offer flexibility, scalability, and security, allowing companies to store and access their documents efficiently. An IDC survey indicates that 80% of Brazilian companies already use or plan to use cloud solutions for document and information management in the coming years.
Tailored Solutions for Every Company
The personalization of document management services is also gaining relevance. Solutions must be adaptable to the specific needs of each organization, considering the industry, company size, and internal process particularities.
Customized document management tools enable greater operational efficiency and better integration with other corporate systems, providing a more intuitive and effective user experience.
Moreover, system integration is indeed one of the top concerns for decision-makers. Brazilian companies are investing in platforms that offer integrated document management, enabling communication between different systems and departments. This eliminates information silos and improves internal collaboration, resulting in more agile and precise processes.
In summary, the key document management trends in 2025 are marked by accelerated digitization, automation, and artificial intelligence. The new solutions reflect organizations’ need to adapt to an ever-evolving business environment. More than ever, document management is a fundamental part of business—not just a supplementary activity. Without efficient management, companies risk drowning in confusing, costly processes that burden operations, leaving no room for growth and innovation.
