AI within Epona's DMS: what do we do differently?

AI within Epona's DMS

In a previous article, you read about the general aspects of AI within a Document Management System (DMS). In this blog, we explain how Epona takes a different approach to AI within its DMS. Our unique approach to data, privacy, permissions, costs, and co-pilots for legal professionals sets us apart from other providers. How we do that, you will read below.

Three aspects

First, let’s go back to the three aspects from the article we wrote before: AI within Document Management Systems (DMS): 3 points to look out for. There, we identify three crucial components in relation to AI within a DMS:

 

  • location and management of data;
  • privacy and permissions, and;
  • tools to control costs and opportunities.

What does Epona do differently in these three areas?

Location and management

While many offices use external AI tools and spread their data across different platforms, Epona focuses on centralised and secure data storage. Our DMS solution is based on SharePoint and Microsoft365, which means that all information is stored in a secure and accessible way within a trusted Microsoft environment. This reduces the risk of data integrity and makes it easier to manage and secure information. We offer AI apps through our Microsoft 365 platform. Apps selected by us for reliability, practicality and security.

We also ensure that the data present within the DMS is stored using various metadata, data points. The better the AI tool is fed with content and context, the better the output of an AI tool. We do this using autoclassification of documents. Metadata is extracted from content, which can then be more easily searched.

Privacy and permissions

At Epona, privacy and permissions are crucial when integrating AI into our DMS. We ensure that only authorised persons have access to sensitive information. We do this by implementing AI-based security measures. Think role-based access control and automated monitoring of suspicious activity. In addition, Epona allows users to create 'custom copilots' that work on a case-by-case basis. This means selecting only carefully curated documents and data without worrying about security problems, hallucinations, or the use of incorrect, unverified data.

Costs and opportunities

Managing costs and exploring opportunities are key considerations when implementing AI in a DMS. Epona offers a pay-per-use billing model, meaning you only pay for what you actually use. We select the AI apps and offer them to our clients, including through a newsletter. That way, our customers choose from the best AI tools available.

Chat Arena

One innovative component is the Chat Arena, a web application we developed where the same query is sent to different AI solutions. Then the end user can use a quiz to decide which answer is best. This helps users to choose (and us to select) the most cost-effective and efficient AI solution. This keeps costs manageable and quality assured.

Co-pilot for legal professionals

Epona’s DMS acts as a co-pilot for legal professionals by assisting in daily tasks. AI within our DMS means that:

  • advanced legal analysis is performed automatically;
  • documents are drawn up and;
  • relevant information is quickly accessible.

This is achieved by integrating AI into our DMS and sharing and storing prompts that really help users.

Prompt engineering within Epona's DMS

Prompt engineering is a crucial component when using AI to ensure the reliability and relevance of generated information. At Epona, we focus on preventing hallucinations where the AI model produces incorrect or irrelevant information. We support users in storing and sharing well-formulated prompts. This way, you get accurate and consistent results. Want to read more about prompts? Then click here for our blog: Creating AI prompts for your DMS.

Unique features of Epona

Epona also offers unique features, such as anonymising or pseudonymising documents to protect sensitive data. Our DMS solution enables users to categorise and archive documents automatically. In addition, users within the DMS store results and compare them with external legal content to check them against the most up-to-date legislation.

Collaboration with Microsoft

With our integration with CoPilot, as a frontrunner, numerous exciting AI developments have been laid down on our roadmap. As a preferred supplier to the legal sector, our collaboration with Microsoft is anything but superficial. Every two weeks, we sit down with Microsoft to brainstorm about your future.

What does this mean for you? Well, AI offers numerous benefits. Think of document autoclassification, automatic metadata completion and improving the search process. It is all about reducing administrative burdens. And in the end: making your workflow more efficient. But AI is only effective if your data is in order, and we take care of exactly that.

Download the whitepaper

This article is part of the “Artificial Intelligence & Document Management Systems” campaign, in which we address the opportunities and challenges for legal professionals. This campaign also includes a whitepaper. In this whitepaper, we discuss the benefits and challenges of Artificial Intelligence (AI) for document management within the legal sector. We explore how AI is being used to automate tasks and gain valuable insights into office operations. We also cover the legal impact of AI and provide guidance on how to deal with these aspects. Packed with practical tips, of course!