As the digital transformation advances, the integration of artificial intelligence (AI) and automation become essential for document management. These technologies not only promise to revolutionize the way organizations deal with information and processes, But they also offer a range of benefits ranging from improving accuracy and efficiency to gaining valuable insights for decision-making.. Advanced AI algorithms, for example, are able to identify patterns and anomalies in documents, optimising audit and compliance processes
With optimistic forecasts from market analysts, is expected to, until 2027, 75% of the big companies around the world, including Brazil, adopt AI to improve document and information management. In this context of rapid technological evolution, information security and regulatory compliance are also highlighted, with increasing investments in robust solutions to protect documentary assets against cyber threats and ensure data privacy. Here are the main trends that should permeate document management in 2025:
Artificial Intelligence: revolution in document management
Artificial intelligence and machine learning are increasingly integrated into document management systems. These technologies allow the analysis of large volumes of data and the extraction of valuable insights that support decision-making. For example, AI algorithms are able to identify patterns and anomalies in documents, improving the accuracy and efficiency of audit and compliance processes
Natural language processing technologies should also 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, until 2027, 75% of large companies around the world, including Brazil, will use AI to improve document and information management
RPA systems will 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, as the classification, the archiving and retrieval of information
This frees up human resources for more strategic and higher value-added activities. Recent research by McKinsey & Company points out that automation can increase productivity by up to 40% in Brazilian companies, resulting in significant savings in time and resources
Focus on data privacy and compliance
Information security remains an absolute priority. With the increase in digitization, new data protection challenges arise. Organizations need to ensure that their information is secure against cyberthreats and leaks
In Brazil, the General Data Protection Act (GDPR) imposes strict compliance requirements, And companies are investing heavily in security solutions to protect their document assets.. Technologies such as advanced encryption and multifactor authentication are widely adopted to ensure the integrity and confidentiality of documents
Integrated workflows and digital signature
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, providing valuable insights that can guide strategic decision-making. Using machine learning algorithms, companies can predict trends, identify patterns and anomalies, and even automate the generation of detailed reports on the performance and risks associated with document management
This not only improves operational efficiency, but also allows for a proactive approach to risk mitigation and process optimisation, ensuring that companies are always one step ahead in a competitive market
Accessible data, from anywhere
Cloud-based solutions are essential for documents, workflows and processes can be accessed from anywhere – And cloud solutions offer flexibility, scalability and security, enabling companies to store and access their documents efficiently. IDC research indicates that 80% of Brazilian companies already use or plan to use cloud solutions for document and information management in the coming years
Unique solutions for each company
The personalisation of document management services is also gaining relevance. Solutions should be adaptable to the specific needs of each organisation, taking into account the sector of activity, the size of the undertaking and the particularities of the internal processes
Customized document management tools allow for greater operational efficiency and better integration with other corporate systems, providing a more intuitive and effective user experience
Furthermore, the integration between systems is, in fact, one of the main concerns of 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 accurate processes
In summary, the main document management trends in 2025 are marked by accelerated digitisation, automation and artificial intelligence. The new solutions reflect the need for organisations to adapt to an ever-changing business environment. More than ever, document management is a fundamental part of business -and not just a complementary activity. Without efficient management, companies risk being shipwrecked in confusing processes, expensive and burdensome for the operation, making room for growth and innovation
