OPTiM®

Cloud AI Document Management Service OPTiM Document Management
with Built-in AI-OCR/AI Analysis for Easy Management, Circulation, and Ledger Creation of All Documents Including Legal and Business Documents

Enables Company-Wide Implementation with Unlimited Users and Large-Scale Storage at an Affordable Price

OPTiM Corporation (hereinafter referred to as OPTiM), the market leader in AI, IoT, and Big Data platforms, announces the launch of OPTiM Document Management, a cloud AI document management service. This service performs AI analysis on various business documents, including legal documents, approval forms, applications, and permits, regardless of their format, automatically categorizing them and creating management ledgers. Through AI-OCR processing, users can perform full-text searches on all document content, whether electronic data or scanned documents. This enables easy management and circulation of internal documents.

■Background of Document Management Service Launch

OPTiM has been working to provide specialized services for managing specific documents using AI and LLM (Large Language Models), including natural language processing, in the areas of contract management and Electronic Books Maintenance Act compliance services.
Through our service offerings, we have received numerous consultations from customers regarding document storage challenges that extend beyond contracts and reports. Additionally, in the general document management sector, there are still relatively few services that meet customer needs, and we have frequently received requests for easily accessible services similar to OPTiM's contract management service OPTiM Contract and Electronic Books Maintenance Act compliance service OPTiM Electronic Bookkeeping.

In response, based on our accumulated expertise in document analysis AI and development of intuitive web application UI/UX, we have decided to launch an AI document management service that covers general documents beyond just contracts and reports. While this service is a cloud-based document management solution immediately accessible through web browsers, it leverages AI and LLM to deliver a new document management experience that minimizes manual intervention.

■About OPTiM Document Management

OPTiM Document Management is a cloud service that enables easy establishment of document storage and reference operations by simply uploading documents regardless of their format. It can store a wide range of documents, from legal documents such as minutes of board meetings and audit reports, which many companies need to maintain, to specialized documents with diverse formats unique to each company, including approval forms, specifications, reports, meeting minutes, and manuals. Users from all departments - including administration, sales, technical, and support - can easily utilize the service through its intuitive interface.
Furthermore, we plan to expand the service's capabilities beyond text documents to include storage of non-text documents such as drawings, regardless of their expression format. We are developing new features to support customers' business DX (Digital Transformation) and operational efficiency improvements across a broader range of scenarios.

■Key Features of OPTiM Document Management

1. Easy AI-Powered Management of All Document Types, from Legal Documents to Specialized Forms
   • By pre-setting document categories such as approval forms, reports, and applications, various documents can be stored regardless of their format.
   • AI automatically sorts documents by category, reducing the manual effort required for classification.
   • The Business Plan offers a substantial 1 TB (terabyte) of cumulative storage capacity and supports individual files up to 5 GB (gigabytes), accommodating all types of business documents.
   
2. AI Automatically Extracts Custom-Defined Fields for Each Document Type
   • By simply setting field names and formats for each document category, AI automatically extracts information from uploaded documents and creates management ledgers.
   • Since extraction fields can be customized by users themselves, companies can create specialized analysis methods tailored to their unique formats, enabling AI analysis and management ledger creation optimized for their specific needs.
   • Furthermore, by including AI analysis reading instructions, users can specify detailed ranges and conditions for information extraction.
   
3. Instant Document Access Through Full-Text Search
   • The full-text search function enables pinpoint searching of specific phrases within vast numbers of registered documents.
   • Furthermore, as all scanned documents undergo AI-OCR processing upon upload, full-text search can be performed on all documents regardless of whether they contain embedded text.
   

■Benefits of Implementation

In document management operations, various tasks arise, including document creation, storage, search, management ledger creation, and deadline management. OPTiM Document Management specifically enables the efficiency improvement of three areas that often burden customers: 1. management ledger creation, 2. document search, and 3. deadline management.

1. 90% Reduction in Management Ledger Creation Time Streamlines ledger creation through AI analysis and automatic extraction, regardless of document format.
2. 83% Reduction in Document Search Time Enhances document search efficiency through AI-OCR processing of all registered documents and full-text search capabilities.
3. 90% Reduction in Deadline Notification Processing Time Streamlines deadline management by automatically sending notification emails based on date information extracted through AI analysis and automatic data extraction.

■OPTiM Document Management Service Plans

All plans come with no initial costs. While AI analysis and AI-OCR are provided as standard features, plans are available based on storage capacity and number of AI analyses.

Compared to general storage services and document management services, OPTiM Document Management comes standard with AI analysis capabilities, unlimited users, and high-capacity storage. This allows customers to use the service cost-effectively regardless of the number of users or scale of operations.

■OPTiM Document Management Product Information

For more information about OPTiM Document Management, please visit the following website:
https://www.optim.co.jp/document/

■About OPTiM Corporation

OPTiM is a leader in internet-based services that improve its clients’ interactions with technology in all aspects of everyday life. Its solutions provide comprehensive IoT management and multifunctional remote communication. Its business partners include NTT East, NTT West, NTT DOCOMO, OTSUKA, SoftBank, Canon Marketing Japan, Panasonic Solution Technology, Ricoh Japan, KDDI and Fujifilm Business Innovation Japan. Based in Tokyo, Japan, its corporate motto is, "We make the net as simple as breathing.".

【Copyright / Trademark】

※ The company names and product names mentioned are registered trademarks and trademarks of their respective companies.
※ The information presented in this press release is subject to change without notice.

■Media Contacts

Public Relations
press@optim.co.jp