New technologies optimize document management and increase legal certainty
The incorporation of automation technologies and solutions based on artificial intelligence can reduce document management times by up to 60%, according to estimates from Despapeliza, a Chilean company that currently has a presence in the US with more than 100 active clients and in different Latin American countries. It specializes in intelligent automation of document processes and whose Legale.io platform has recently integrated new Industry 4.0 developments.
Rodrigo Mortara, the company’s CEO, affirms that this evolution offers multiple benefits in compliance management, anticipating non-compliance risks, improving traceability, and achieving greater precision. Ultimately, it minimizes human error and increases the legal certainty of processes, in addition to responding more quickly to regulatory changes and audit procedures.
“Structured and digital document management allows for the centralization, automation, and real-time monitoring of critical documentation linked to regulations in different areas,” explains the specialist, who adds that this traceability and control allows processes to be aligned with current regulations and that each action is digitally supported with corresponding evidence at all stages, ensuring their validity.
Beyond the concrete benefits, there are also benefits to building an organizational culture based on transparency and ethics, strengthening credibility with regulatory bodies. Immediate access to updated documentation also makes it possible to respond quickly to audits or inspections, minimizing sanctions or observations.
Effective document management reduces the likelihood of errors, expiration dates, or omissions, which directly means avoiding fines, litigation, or reputational impacts. “In situations of crisis or legal disputes, having timely and traceable documentary support can make a difference in terms of legal defense or public reputation,” Mortara points out.
Despapeliza’s experience shows that some of its clients have eliminated fines and passed audits without observations thanks to the use of its system. This is because its platform not only delivers reports with full traceability but also integrates with tools like Power BI to visualize results in real time, tailored to each company’s needs. Additionally, it securely exports documentation and evidence of compliance, among other benefits.
Through features such as security logs, geolocation, detailed logs by user, and version control, confidence is generated in the management of critical processes, emphasizes the startup’s CEO. “The integration of Copilot’s artificial intelligence allows for automatic validation and classification of documents, which is complemented by the configuration of alarms and notifications associated with documents, which facilitate the timely management of renewals and ensure that documents are always up-to-date and in compliance.”
Safety and agility
To ensure document security and confidentiality, the Despapeliza platform complies with standards and protocols such as ISO 27001, the use of two-factor authentication (2FA), and security logs with IP traceability. In this regard, it is essential that new compliance developments implement tiered access policies, information encryption, constant monitoring, identity validation, and traceability of every action recorded in the system.
Legale.io allows users to be incorporated into the workflow and approve documentation before it is stored. The recommendation is to establish role-based access controls, robust authentication, security logs for each interaction with the document, and alerts in the event of unauthorized access. The key to optimizing compliance management lies in automation that delivers order, speed, and evidence, underscores Despapeliza.
Real-time data visualization of critical indicators is another relevant aspect, as it contributes to the “intelligent management” of potential regulatory incidents, expiration alerts, or evidence tracking, contributing to their immediate resolution. “This ultimately makes it possible to detect and correct gaps before they generate legal or operational consequences,” concludes Rodrigo Mortara.