Although AI has revolutionized many aspects of our lives, there are certain tasks that can only be performed by a file expert. Find out below why the work of an archivist will never be fully replaced by a machine.
Document management by AI?
File and document management is a vital task in any organization. In recent years, artificial intelligence (AI) has proven to be a useful tool for file management, allowing the automation of many tasks and the efficient management of large volumes of information. However, despite the advantages it offers, it can never completely replace the work of an archivist.
These are experts in document and file management. Their job is to organize and classify information efficiently, ensuring that documents are accessible and available for use when needed. Although AI can help with many of these tasks, but the archivist’s work goes beyond the capabilities of the virtual system.
Archivists are also experts in the organization’s history, culture, and practices. They understand the context and importance of records, which enables them to make appropriate decisions about the classification, storage, and preservation of information. In addition, archivists can provide advice and guidance to other members of the organization on the use and handling of records, helping to ensure the integrity and accuracy of the information.
What cannot be done by AI today?
Although AI can be very useful in file and document management, it has significant limitations. For example, you can classify and organize documents based on predefined criteria, but you can’t make contextual decisions based on expert knowledge about the organization. AI may also have difficulty recognizing and classifying specific or unique documents, which can be a problem for archives.
Another major limitation is its ability to work with documents in different formats and languages. Although AIs have significantly improved in understanding and processing different languages, there are still many barriers to overcome. Archivists, on the other hand, are experts in interpreting and analyzing documents in different languages, which allows them to understand the context and significance of the information contained within them.
And then there is the need to preserve documents for the long term. As file formats change over time, it’s paramount that documents be converted to formats that are compatible with current systems. In addition, it is important to ensure that documents are stored in suitable conditions to ensure their long-term preservation. An archivist has the knowledge and experience to ensure records are properly preserved, something AI cannot do on its own today.
In short, while AI can be a valuable tool for archives and records management, it can never fully replace the work of an archivist. Archivists are experts in records and archives management, and their knowledge and experience are essential to ensure that records are organized, accessible, and preserved for the long term.
For now, AI cannot replace the knowledge and savoir-faire of an archivist in document and archive management.