The public sector has long been the guardian of an exceptionally large volume of data and information. In recent years, the amount of data organisations need to store, manage, and utilise has drastically multiplied. Coupled with greater expectations for transparency and efficiencies, the complexity of managing information across multiple silos deepens. The result is an overwhelming challenge for public sector entities and records and information managers.
Enter Generative AI – the groundbreaking technology promising to revolutionise how information is sorted, processed, and utilised.
Practical Applications of Generative AI in the Public Sector
Auto-Classification
One of the most significant advantages Generative AI brings to the public sector is auto-classification. With the increasing volume and complexity of data entities handled, manually categorising information can be cumbersome, inconsistent and prone to errors. Generative AI can automatically sort and label data based on its content, relevance, and context, making data retrieval straightforward and time-efficient. This means critical information can be accessed promptly when needed, enhancing decision-making processes and operational efficiencies.
Auto-classification revolutionises the management and organisation of vast information landscapes. At its core, auto-classification leverages AI to categorise and manage content without manual intervention or the need to train ML algorithms with large datasets. This sophisticated process can be broadly divided into three key categories:
- Business Classification streamlines organisational workflows by automatically identifying document types. For example, it can distinguish whether a document is a contract, an invoice, or identify which department it belongs to.
- Security Classification focuses on safeguarding sensitive information that is critical to operations and poses security risks if exposed. Generative AI excels in identifying complex and sensitive information patterns, such as criminal records or religious beliefs.
- Records Classification is essential for determining how long information should be retained or when it should be disposed of, based on predetermined criteria and regulations. This classification aids in compliance management and ensures that records are kept or discarded in an orderly and lawful manner.
Historical data shows that it takes a human an average of 4-5 minutes to process, classify, and categorise a single email. Generative AI can reduce this time to mere seconds, while also ensuring consistency.
Content Summarisation
Another pivotal application of Generative AI is content summarisation. Public sector organisations often deal with vast amounts of text data in the form of reports, submissions, and communications, which require considerable time to read and understand. Generative AI can condense these extensive documents into concise summaries, capturing essential information and key points. This enables stakeholders to quickly grasp the gist of documents without dedicating hours to reading, significantly boosting productivity and ensuring that decision-makers are well-informed in a fraction of the time.
Starting Your Generative AI Journey in Information Management
The first step in harnessing the power of Generative AI for Information Management is to address the challenge of connecting disparate information silos. Implementing a data fabric architecture is key to this process.
A data fabric offers a unified, integrated layer of data and connectivity that breaks down the barriers between different sources of information. It acts as a foundation that facilitates data aggregation across various environments and enables the seamless exchange and interoperability of data.
By leveraging a data fabric, organisations can create a holistic view of their information landscape, making it easier to manage, access, and analyse data from multiple sources. This infrastructure supports the implementation of Generative AI technologies by providing them with the comprehensive data needed to generate meaningful insights, predictions, and summaries.
Conclusion: A Bright Horizon Beckons
The future is exceptionally bright for organisations ready to leverage Generative AI in Information Management. This new horizon is lit not just by the technological advancements themselves but also by choosing the right partners to guide the way. With experienced allies, organisations can revolutionise their Information Management, breaking down silos and creating a comprehensive, interconnected data ecosystem. This synergy is set to unlock incredible efficiencies and produce outcomes that push organisations into a new era of operational brilliance and superior service provision.
At Objective, we recognise the immense potential of Generative AI and are committed to helping our clients harness its power for their specific needs.
Join us at DigitalScotland 2024 to discuss how we can help you redefine the future of information management at your organisation in a constantly changing digital environment.
Our masterclass – Leveraging AI to Enhance Information Governance Outcomes in the Public Sector – is also available to attend, 11:15-11:45am.
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