The use of artificial intelligence in document management: prospects and challenges

doi:10.26565/1992-2337-2025-1-39

Oleksandr Orlov Education and Research Institute of Public Administration of V. N. Karazin Kharkiv National University, 4 Svobody Sq., Kharkiv, 61022, Ukraine https://orcid.org/0000-0001-8995-7383
Viktor Nesterenko Education and Research Institute of Public Administration of V. N. Karazin Kharkiv National University, 4 Svobody Sq., Kharkiv, 61022, Ukraine https://orcid.org/0000-0002-4237-3433

DOI: https://doi.org/10.26565/1992-2337-2025-1-39

Keywords: artificial intelligence, document management, machine learning, natural language processing, automation, efficiency

Abstract

The article explores the use of artificial intelligence to optimize document flow in government agencies and organizations. It analyzes key technologies, including machine learning, natural language processing (NLP), and computer vision, and their potential for automating the processes of creating, classifying, processing, storing, and archiving documents. The possibilities of artificial intelligence in accelerating the consideration of citizens' appeals, monitoring regulatory and legal acts, and improving the effectiveness of management decisions are considered.

Particular attention is paid to security, ethics, and risks associated with the implementation of artificial intelligence, including cybersecurity threats, the risk of confidential data loss, and the need to comply with legal norms and transparency standards. Key challenges related to the integration of artificial intelligence into existing information systems have been identified.

Based on an analysis of current scientific research and practical experience, recommendations are made for the effective implementation of artificial intelligence in document management, including the use of multi-factor authentication mechanisms, regular auditing of information systems, and improving the digital literacy of staff.

The results of the study may be useful for government agencies, business structures, and other organizations seeking to improve the efficiency of document management using modern technologies, while ensuring an appropriate level of security and regulatory compliance.

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Author Biographies

Oleksandr Orlov, Education and Research Institute of Public Administration of V. N. Karazin Kharkiv National University, 4 Svobody Sq., Kharkiv, 61022, Ukraine

Doctor of Public Administration, Full Professor, Full Professor of the Public Policy Department, Educational and Scientific Institute «Institute of Public Administration», V. N. Karazin Kharkiv National University

Viktor Nesterenko, Education and Research Institute of Public Administration of V. N. Karazin Kharkiv National University, 4 Svobody Sq., Kharkiv, 61022, Ukraine

Postgraduate Student of the Department of Public Policy, Education and Research Institute of Public Administration of V. N. Karazin Kharkiv National University

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