AI Tools Every Records/Information Manager Should Know

In an era where information is produced at an unprecedented pace, the role of Artificial Intelligence (AI) in organising and managing this data has become indispensable. Artificial Intelligence (AI) refers to the simulation of human intelligence in machines that are programmed to think, learn, and perform tasks typically requiring human reasoning (Modiba, Makhubela & Ngoepe, 2023). AI encompasses technologies such as machine learning, natural language processing (NLP), and intelligent automation that are now being applied to information governance and records management processes.

A Records Manager is a professional responsible for overseeing the creation, maintenance, use, and disposition of records within an organisation. Their primary role is to ensure that information assets are systematically managed in compliance with legal, regulatory, and operational requirements (Gama, 2024). As records grow in complexity and volume, especially in digital environments, AI is becoming a critical ally in automating tedious tasks, ensuring accuracy, and supporting regulatory compliance.

This article explores the most impactful AI tools available today that every records manager should consider integrating into their workflow because managing information shouldn’t feel like herding digital cats.

Why AI Matters in Records Management

Before we jump into the tools, let’s talk about what AI actually brings to the table. Here’s how AI is reshaping the records management landscape:

• Automated classification and metadata extraction improve consistency and reduce manual labour
• Semantic search and predictive analytics through natural language queries enable faster, more intuitive retrieval, retention, scheduling, compliance monitoring, and automated disposal, streamline governance and reduce risk
• AI-based OCR and redaction improve the handling of unstructured documents and sensitive data
• Enables automated tagging of records
• Enables smart metadata extraction from documents and files
• Enable audit trail generation and anomaly detection for compliance

Top AI Tools Records Managers Should Have on Their Radar

Here are the must-know tools making waves in the world of records management:

1. RecordsKeeper.AI

This is an integrated AI and blockchain solution for record automation, featuring metadata extraction, immutable audit trails, policy enforcement, and natural-language querying. It claims up to an 85% reduction in manual work, supporting GDPR, HIPAA, and SOX

2. M‑Files

This is a metadata-driven system that uses AI classification to reorganise documents based on content rather than folder hierarchy. Ideal for enterprises needing discoverability and governance

3. DocuWare (Intelligent Indexing)

This is a cloud-based platform with AI document capture, automatic indexing, and workflow automation. Efficient for the digitisation of paper records and structured retention workflows

4. Hyland IDP (Intelligent Document Processing)

This combines machine learning, NLP, and OCR to process unstructured and semi-structured documents. Automates data extraction and validation, integrated with line-of-business systems

5. IBM Watson Discovery + Datacap

This is an advanced NLP-driven document ingestion and enrichment system to analyse volumes of unstructured data, extract insights, and support decision making in regulated environments

6. Altova RecordsManager AI Assistant

A no-code AI tool to build database-backed document systems via simple language prompts. While targeted at custom app-building, it can be leveraged to create lightweight, AI-assisted records tools

7. Microsoft Syntex

This applies AI to automatically read, tag, and organise documents in Microsoft 365 environments. Improves searchability, enforces governance rules, and ensures retention policies are consistently applied.

8. OpenText Magellan

This combines AI, analytics, and machine learning for content management and compliance. Helps automate classification, metadata generation, and records disposition.

9. Iron Mountain InSight

This is an AI-powered platform that digitises, classifies, and analyses structured and unstructured records. Ideal for hybrid records environments transitioning from paper to digital.

10. FileTrail GPS (Governance Policy Suite)

It provides AI-based tools to manage retention schedules, legal holds, and audits. Helps records managers maintain compliance in industries with strict regulatory requirements.

11. Google Cloud Document AI

Leverages AI to understand documents, extract structured data, and automate workflows. Ideal for organisations that handle high volumes of forms and structured documents.

Challenges to Consider

While the benefits are significant, adopting AI also comes with risks:

• Data privacy concerns with sensitive information
• Dependence on accurate training data for machine learning models
• System integration costs
• Need for user training and change management

Organisations must plan thoughtfully for AI integration, including clear governance frameworks and user training strategies.

A Few Things to Keep in Mind

AI isn’t magic. Like any tool, it works best when paired with thoughtful implementation. Records managers should:

• Train staff on how to use AI tools properly
• Monitor AI decisions to ensure accuracy and fairness
• Keep privacy and data security top of mind
• Start small, maybe with one department, and scale up from there

Conclusion

The role of the records manager is evolving, and AI is becoming a trusted sidekick in the journey. Whether you're just beginning to explore automation or looking to upgrade your current system, these AI tools offer a strong foundation for smarter, faster, and more compliant records management.

As the volume of digital records continues to grow, leveraging AI isn’t just helpful, it’s essential. So, go ahead, give your records the intelligent upgrade they deserve.

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References

AccessCorp. (2024). AI’s Impact on Records and Information Management: 5 Key Benefits Explored. Retrieved from https://www.accesscorp.com/blog/ais-impact-on-records-and-information-management-5-key-benefits-explored/

Gama, J. (2024). Records Management in the Digital Age: Policies and Practices. Journal of Information Management, 40(2), 123–138. https://doi.org/10.1016/j.jim.2024.03.007

Indepth Research Institute. (2025). Trends in AI-Powered Information Governance. Retrieved from https://indepthresearch.org/blog/records-management

Messaging Architects. (2024). The Importance of AI in Modern Records Management. Retrieved from https://messagingarchitects.com/importance-of-ai-in-modern-records-management/

Modiba, N. M., Makhubela, K. N., & Ngoepe, M. (2023). Artificial intelligence in records and archives management in South Africa. Information Discovery and Delivery, 51(3), 189–199. https://doi.org/10.1108/IDD-03-2023-0025

Peng, Y., Johnson, R., & Malik, A. (2024). AI for Document Redaction and Compliance. arXiv. https://arxiv.org/abs/2409.15308

Willson, A. (2025). Top AI Tools for Document and Records Management. Blockchain Council. Retrieved from https://www.blockchain-council.org/ai/top-ai-document-management-software/