State government department transforms document processing

A state government department specializing in earth sciences faced significant challenges in managing a massive backlog of regulatory documents. With hundreds of folders containing 500–1,000 files each, some dating back to the 1950s, the department struggled to meet compliance deadlines and respond to audits efficiently.

The challenge

An internal audit revealed inefficiencies in the department’s document management process. Key challenges included:

• Massive document backlog. Hundreds of folders with thousands of files required manual review.
• Resource intensive. A full-time employee needed two weeks per folder for review, diverting resources from other priorities.
• Compliance risk. Delays in organizing regulatory documentation posed risks for audits and compliance.
• Limited visibility. There was no way to quickly identify document contents without manual review.

The department sought a more efficient way to process and organize documents, reduce resource strain, and support compliance.

The solution and results

Baker Tilly Digital Advisory Services integrated a cutting-edge generative AI solution into the document management process to address the department’s challenges.

The solution enabled:

• Intelligent document processing. Leveraged Generative AI with custom prompt engineering to automate document review.
• Automated extraction. Extracted structured insights from scanned PDFs, images, and other document formats.
• Smart summaries. Auto-generated document previews for quick content identification.
• Compliance Timelines. Created structured chronologies with full traceability for regulatory and audit purposes.
• Parallel processing. Enabled simultaneous processing of multiple folders to maximize efficiency.

Through incremental experimentation, the team tested and refined generative AI solutions and prompts until the correct approach was identified. The solution utilized a document intelligence platform that seamlessly automated text extraction and chronology creation.

The process wasn’t just about speeding up a task — it was about delivering value. The team worked closely with the client to:

• Incrementally improve prompts and outputs.
• Communicate openly about the use of generative AI and potential risks.
• Ensure the solution aligned with the client’s goals and compliance needs.

The implementation of generative AI into the business process delivered transformative results:

• 95% time reduction. The time required to process each folder dropped from 80 FTE hours to under two hours, plus time for review.
• Resource reallocation. Freed up staff capacity, enabling the department to reallocate resources from desk work to fieldwork, where they could provide greater value.
• Operational efficiency. The automated solution streamlined document processing, ensuring compliance deadlines were met with ease.
• Compliance assurance. Structured chronologies and full traceability allowed the department to respond to audits and regulatory requirements promptly and accurately.
• Clear ROI. The time and resource savings demonstrated a measurable return on investment, highlighting the value of the Generative AI solution.