UBIDOCs — Enterprise AI Document Management

Capture Organise Secure Search Analyze Empower

Overview

AI-powered document intelligence for the enterprise

UBIDOCs combines robust core DMS functions with modern Artificial Intelligence, Retrieval-Augmented Generation (RAG) and vector search — streamlining operations, automating the document lifecycle and ensuring enterprise security and compliance.

AI-OCR & document understanding for text and content extraction
AI classification, metadata extraction and PII detection/redaction
BM25 + Vector hybrid search with Semantic Q&A and RAG/LLM chat
Workflow, approvals, e-signature, versioning and audit trails

UBIDOCs architecture: users and document sources flow through UBIDOCs DMS, document processing, metadata and classification, storage, search and retrieval, RAG/LLM layer to an AI assistant, with key features listed below

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Document Processing Workflow

The 9-Step Document Lifecycle

Every document moves through defined processing and validation stages — automated end to end.

1

Create

2

Digitize

3

Classify

4

Manage

5

Workflow

6

Store

7

Search

8

Use

9

UBIDOCs AI Suite & Tools

A suite of advanced AI capabilities designed for enterprise productivity, advanced search and automated content analysis.

Tool 01

AI Document Classification

Automatically identifies and categorises documents based on their content and characteristics — reducing manual classification effort and improving organisation.

Auto-categorisation into types such as RFP and Technical Document
Confidence scoring per document for auditability
Open, review and manage files from a single console

ubidocs.resolsoft.com/classification

UBIDOCs AI Document Classification table listing files with classification labels (Request for Proposal RFP, Technical Document, Other), confidence percentages and status

Tool 02

Intelligent Semantic Search

Provides both keyword-based and semantic search. While keyword search retrieves information using indexed terms and metadata, semantic search understands the meaning and context of the query.

Natural-language questions across selected documents
Grounded answers with source citations and page references
BM25 + Vector hybrid retrieval for relevance

ubidocs.resolsoft.com/semantic-search

UBIDOCs Intelligent Semantic Search chat answering the query

Tool 03

Document AI Chat

Leverages RAG/LLM architecture to let users interact with documents in natural language — perform semantic Q&A, generate instant summarisations and extract key insights efficiently.

Instant technical summaries of lengthy documents
Context-aware question answering over the corpus
Upload a document and ask anything

ubidocs.resolsoft.com/ai-chat

UBIDOCs Document AI Chat producing a technical summary of the Indian Navy RFP, with an upload-a-document-and-ask-anything prompt bar

ubidocs.resolsoft.com/database-assistant

Database AI Assistant

Query DMS information using natural language — no need to write database queries directly.

ubidocs.resolsoft.com/editor

UBIDOCs AI Document Collaborator and Editor providing AI-assisted document preparation, editing and review

AI Document Collaborator / Editor

AI-assisted support for document preparation, editing, review and refinement.

The Suite at a Glance

Smart AI Tools / Chatbot

Smarter documents, faster access, higher productivity.

ResolSoft Smart AI Tools diagram: OCR/ICR/HTR, Document Classification, Document Summarization, Intelligent Semantic Search, Document Chatbot, Database Assistant and Collaborative Document Editor orbiting a central Smart AI assistant

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Platform Capabilities

Core Features

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Document Scanning & Digitization

Multi-channel upload with high-accuracy OCR, HTR and ICR for searchable digital records.

Metadata Extraction

Automated registration, capture, validation and configurable metadata fields.

E-Signature

Secure digital authorization for approvals and document execution.

Secure Storage & Encryption

Centralised, scalable object storage with encryption and access control.

API & Enterprise Integration

REST APIs connecting ERP, CRM, HRMS and third-party systems.

Duplicate Detection

Automatic identification of duplicate documents across the repository.

Audit Trails

Comprehensive user/document access tracking with activity logging.

Version Control

Check-in/check-out locking with full revision history and restoration.

PII Detection / Redaction

Detects and redacts personally identifiable information automatically.

Dashboards & Analytics

Real-time monitoring of document, workflow and approval activity.

End-to-End

Document Management Cycle

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Questions

UBIDOCs FAQs

UBIDOCs supports multi-channel ingestion including PDF, JPG/JPEG, TIFF and other common formats, with image enhancement and high-accuracy OCR, HTR and ICR to convert scanned documents into searchable digital records.

Keyword search retrieves using indexed terms and metadata. Semantic search understands the meaning and context of your query. UBIDOCs combines both using BM25 + Vector hybrid search for the most relevant results, plus Semantic Q&A.

Yes. REST APIs enable integration with ERP, CRM, HRMS and other enterprise and third-party applications, supporting secure data exchange within your existing workflows.

Encryption, Role-Based Access Control (RBAC), secure authentication and authorization, audit logging, PII detection/redaction, duplicate detection and automated backup, restore, retention and archival with disaster-recovery support.

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