Loose PDF attachments, scattered network drives, and endless copy-and-paste routines – in many mid-sized procurement departments, document management resembles flying blind. Certificates expire unnoticed, prices are accidentally transferred incorrectly, and compliance records get lost.

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In the webinar "AI That Understands Documents, Links Them, Extracts Information, and Stores It in the System – Automate Instead of Filing Nightmare," Jan Scholich (Product Manager, Tacto) and Jacob Steinbrenner (Business Development, Tacto) demonstrate how Tacto Intelligence automatically recognizes, classifies, and systematically files supplier documents – turning time-consuming filing work into a transparent, reliable system that noticeably relieves procurement and sets new quality and efficiency standards.

Starting Point – When Filing Becomes a Risk

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Manual document management causes four core problems: erroneous data entries, lack of transparency on version status, audit risks from lost certificates, and significant time losses from searching and manual data entry. This combination ties up resources while strategic tasks are left undone.

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Solution – AI-Powered Document Management

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Tacto Intelligence was specifically trained for procurement scenarios. The AI recognizes document contents, understands the semantic context of commodity groups and suppliers, extracts relevant fields, and automatically files everything in the correct record.
The process follows a clear pattern:
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1. Capture input – Files from various sources can be imported
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2. Understand content – Certificate type, validity, article or contract reference is semantically recognized
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3. Link information – Documents are assigned to the matching supplier, article, or contract
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4. Secure data – Files are stored in a structured manner & full versions remain archived in an audit-proof way

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Use Cases – From Certificates to Price Sheets
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• Certificate renewal
  A renewal agent detects expiration dates early, automatically requests updated documents, and archives the new version without manual intervention.
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• Eliminate error sources
  Uploads are checked in real time; missing seals, illegible scans, or wrong file types are flagged and sent back for correction.
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• Link contracts and price sheets
  Item prices are captured, synchronized with commodity indices, and directly transferred to the price history – providing a foundation for reliable analyses.
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• Complete supplier records
  Operating permits, NDAs, or quality reports are automatically added to the 360° profile; search time is reduced by hours.
  
  
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Conclusion – From Filing Nightmare to Automation

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The webinar makes clear: With procurement-native AI, document management becomes a self-running strength. Automated capture, reliable validation, and proactive renewal notifications end search efforts, reduce errors, and ensure compliance. Those who take this step gain time for strategic tasks and create a reliable data foundation for future-oriented procurement.

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Jan Scholich and Jacob Steinbrenner show in this webinar how Tacto Intelligence ends document chaos in procurement: AI understands content, links documents with precise context, extracts information, and archives it in an audit-proof manner. Errors are minimized, currency is ensured, and valuable working time is freed up – a practical path to making the leap from filing nightmare to automated process excellence.