Scanned paper made searchable, gaps clearly named
Scanned files become searchable text, and unreadable parts are marked rather than guessed.
LiveWhat does Document Intelligence & Knowledge Health do? Decades of scanned agreements become searchable, and nobody mistakes a half-read contract for a full one.
How it works
Kinnow sorts each upload by type and turns it into text. With the vision reader, scanned PDFs keep their tables, stamps and clause numbers in place, and any part it cannot read is marked '[illegible]'. If your data must stay in the country, scans can be read by an in-country reader instead, which returns the text of the page. A health page lists every file Kinnow could not read, with the reason, and answers say what was left unread.
In one customer's library, 305 of 309 files now have full text after scanning. The vision reader writes a half-legible figure as '[illegible]' instead of guessing it.
Step by step
Here is how it runs for a firm that has just moved ten years of lease agreements, vendor contracts and sale deeds, many of them scanned, into Documents (Vault).
- A person uploads the files. Someone in the office drops the scans into the Vault, or they arrive from another application. Kinnow sorts each file by type, for example agreement, invoice or report.
- Kinnow reads each file. Documents with a text layer are read directly. A scan with no text layer goes to the reading engine set up for your account. The vision reader keeps tables, stamps and clause numbers in place, so one obligation does not run into the next; an in-country reader returns the page text.
- Anything it cannot read is marked. A part that cannot be read is written as '[illegible]'. A blank in a printed form stays blank. A page range that failed is noted in the text, so a shortened agreement is never mistaken for the whole one.
- Kinnow indexes the text. Once a file has readable text it can be found by Ask Kinnow and by the Vault search. A file can have text and still be missing from the index, so Kinnow checks that separately.
- Someone looks at the Knowledge Health page. It lists the files Kinnow could not read and the files that are readable but not yet searchable, each by name and with the reason.
- A person fixes the gaps. They upload a clearer scan, or ask us to re-run reading for the file. When an answer relies on documents with gaps, Ask Kinnow says what was left unread.
Bring ten of your worst scans and see what Kinnow makes of them.
What you see on screen
Most of the checking happens on the Knowledge Health page in the Vault.
| Where | What you see |
|---|---|
| Knowledge Health: counts | Total files, where they came from (uploads, generated documents and other applications), how many document classes are present and how many are unclassified, which is highlighted as a warning. |
| Knowledge Health: files Kinnow could not read | A list of file names with the reason: never read, read but empty, failed, or only partly read. |
| Knowledge Health: files not searchable | Files with readable text that are missing from the search index, listed by name so you can see which ones an answer could not draw on. |
| Vault library | Each file with its type and tags, applied automatically when the file arrives. |
| Ask Kinnow answers | When an answer depends on documents with gaps, it says what was left unread instead of answering as though it had seen everything. |
Who uses it
| Who | When | What they do with it |
|---|---|---|
| Office or admin executive | When a batch of old paper is uploaded | Uploads, then works through the Knowledge Health list. |
| Legal or contracts manager | Before relying on a search or a question about contracts | Checks that the agreements in question are readable and indexed. |
| CA or finance head | Audit and renewal season | Asks Kinnow about the documents, knowing which are not covered. |
| IT or data-protection lead | Before the first upload | Decides whether scans may be read by an outside model or must stay in the country. |
Ask us to load a folder of your contracts and open the Knowledge Health page.
Related
One secure home for company documents
Where the files live and who can open them.
Business documents that file themselves, six types by default
Documents Kinnow creates are filed without anyone doing it.
Exact answers across all your documents
Answers that count the whole library, not a sample.
Vault
The application for documents, collections and search.
Questions
What is Document Intelligence & Knowledge Health in Kinnow?
Scanned files become searchable text, and unreadable parts are marked rather than guessed.
What changes for the business?
Decades of scanned agreements become searchable, and nobody mistakes a half-read contract for a full one.
Is it available today?
Yes, it is live.
What happens to a file Kinnow cannot read?
It stays in the Vault and is listed by name on the Knowledge Health page with the reason. Answers that rely on your documents say that it was left unread, so nobody takes silence for absence.
Does a scanned file leave the country?
It depends on the reading engine set up for your account. One option sends page images to an outside model; the other runs inside Kinnow's own environment. Tell us if your data must stay in the country and we will set it up that way.
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