As digital transformation advances, the integration of artificial intelligence (AI) and automation becomes essential for document management. These technologies not only promise to revolutionize the way organizations handle information and processes but also offer a range of benefits that span from improved accuracy and efficiency to gaining valuable insights for decision-making. Advanced AI algorithms, for example, are capable of identifying patterns and anomalies in documents, optimizing audit and compliance processes.
With optimistic forecasts from market analysts, 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 gain prominence, 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 enable the analysis of large volumes of data and the extraction of valuable insights that support decision-making. For example, AI algorithms are capable of identifying 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, by 2027, 75% of large companies worldwide, including Brazil, will use AI to improve document and information management.
RPA systems will continue to expand
In parallel, robotic process automation (RPA) also gains 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 higher value-added activities. A recent McKinsey & Company survey indicates that automation can increase productivity by up to 40% in Brazilian companies, resulting in significant savings of time and resources.
Focus on data privacy and compliance
Information security remains an absolute priority. With the increase in digitalization, new challenges related to data protection arise. Organizations need to ensure that their information is secure against cyber threats and leaks.
In Brazil, the General Data Protection Law (LGPD) imposes strict compliance requirements, and companies are heavily investing in security solutions to protect their documentary assets. Technologies such as advanced cryptography and multi-factor 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. With the use of 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 improves operational efficiency, but also enables a proactive approach to risk mitigation and process optimization, ensuring companies are always one step ahead in a competitive market.
Accessible data, from anywhere
Cloud-based solutions are essential for documents, workflows, and processes to be accessible from anywhere – and cloud solutions offer flexibility, scalability, and security, allowing 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 customization of document management services also gains importance. Solutions must be adaptable to the specific needs of each organization, taking into account the industry sector, company size, and the particularities of internal processes.
Customized document management tools enable greater operational efficiency and better integration with other corporate systems, providing a more intuitive and effective user experience.
Furthermore, system integration is indeed 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 characterized by accelerated digitization, automation, and artificial intelligence. The new solutions reflect the organizations' need to adapt to a constantly evolving business environment. More than ever, document management is a fundamental part of business—and not just a supplementary activity. Without efficient management, companies risk sinking into confusing, costly processes that overburden operations, taking away space for growth and innovation.
