5 Practical Uses of AI to Improve the Lifecycle of Employment Documents

5 Practical Uses of AI to Improve the Lifecycle of Work Documents

Written by Ana Canteli on 15 May 2025

Artificial intelligence technology is transforming the workplace, and one of the areas where its impact is most visible is in document management. Organizations today must handle enormous volumes of data and documents generated throughout the lifecycle of each member of the organization. From recruitment to offboarding, every phase of the HR process involves handling sensitive, repetitive information that is prone to human error. This is where artificial intelligence tools come into play.

OpenKM as a Comprehensive Document Management Solution

For organizations looking to apply the benefits of AI to their document management, OpenKM is an ideal platform. This solution—available on-premises and also cloud-based—allows all employment documents to be centralized in a secure, flexible, and scalable environment. Thanks to its compatibility with robotic process automation tools, digital signature systems, and remote handwritten signature technologies (especially useful for signers without a digital certificate), OpenKM enables the implementation of fully digital, paperless document workflows.

In addition, OpenKM incorporates advanced document processing features, such as OCR, automated rules, and intelligent search systems, which facilitate data extraction, the detection of unnecessary manual tasks, and the elimination of redundancies. This transforms administrative workflows and optimizes the management of every phase of the employee lifecycle.

Training Services for All User Profiles

One of OpenKM’s key differentiators is its focus on the experience of both employees and all system users. Through its training services, offered via the OpenKM Academy platform, the company provides training programs tailored to different profiles—from operational users to system administrators. This ensures a smooth adoption process, enhances team autonomy, and reduces human intervention in processes that can be automated. In this way, productivity is improved, and greater added value is generated for the organization.

Below, with OpenKM’s support, we explore five practical uses in which AI improves efficiency, automates repetitive tasks, and optimizes the management of employment documents:

1. Automatic Document Classification

One of the main challenges in HR knowledge management is keeping employee documents organized. Thanks to natural language processing (NLP) and machine learning, today’s systems can analyze data and classify documents by type (contracts, certifications, payslips, forms, etc.) without human intervention. This smart automation reduces the time spent on administrative tasks and improves accuracy in filing relevant information.

2. Data Extraction from CVs and Forms

The recruitment process involves analyzing numerous resumes and applications. Thanks to tools with optical character recognition (OCR) and data extraction capabilities, AI systems can read unstructured documents, extract key data (experience, education, skills, etc.), and input it into HR databases or systems. This functionality saves time, automates tasks, and boosts the productivity of recruitment teams, allowing them to focus on developing and managing higher-value job opportunities.

3. Duplicate and Obsolete Version Detection

In many document storage systems, it’s common to find duplicated or outdated files. AI applications can identify documents based on metadata, repeated content, or semantic matches to flag potential duplicates. This improves the quality of the document repository and significantly reduces the risk of errors or confusion in processes such as audits or legal reviews.

4. Contract Expiry Alerts and Legal Deadlines

AI is also used for predictive analysis and generating automated alerts. For example, it can monitor the validity of employment contracts, certifications, medical renewals, permits, or licenses, generating notices before they expire. This is vital to ensure legal compliance and improve the experience for both employees and the HR department, as it prevents penalties and automates repetitive tasks.

5. Workflow Automation in Key Processes

Finally, AI enables the automation of the entire document workflow—from contract generation to signature management. By integrating with digital signature systems and cloud-based platforms, it is possible to transform workflows and eliminate the need for printing or physically transporting documents. This increases efficiency, reduces manual labor, and improves employee satisfaction by offering more modern and user-friendly processes.

Final Considerations

The application of process automation through AI not only automates repetitive tasks, but also enhances productivity, optimizes management, and increases efficiency in the administration of employment documents. Thanks to document processing powered by artificial intelligence, companies can leverage historical data, reduce manual tasks, and generate added value in their business processes.

As the best tools become more accessible, more organizations will be able to adopt this kind of smart automation to adapt to an ever-evolving work environment. Choosing from the various available tools can make a real difference in improving the employee experience and ensuring business competitiveness.

It’s important to emphasize that AI does not replace professionals, but rather reduces human intervention in low-value tasks and frees up resources for content creation, strategy, and innovation. Investing in this technology is investing in the future of your documents and your organization.

Want to Improve the Management of Your Employment Documents?

Discover how OpenKM can help you automate processes, ensure compliance, and improve your team’s efficiency. Contact us for a personalized demo and start transforming your document management today.