From scattered PDFs to clear and accessible information for the entire team
How an industrial company stopped searching for information in hundreds of documents and started getting immediate answers without reviewing files one by one.
120 hours
per month recovered by the team
-80%
of the time spent searching
0
dependence on key people
Type of company
Industrial distributor:
30–150 employees
Distribution of DIY and hardware products
Lots of documentation:
Technical specifications
Manuals
Certificates
Regulations
Documentation accumulated over years
Scanned PDFs, older versions, shared folders
The business was working, but the information was not accessible .
The Problem
The information exists, but:
It's in unstructured PDFs
Many documents are scanned
They can't be searched properly
Nobody knows what the latest version is
Finding a specific piece of information takes too long
Whenever someone needs something:
Open multiple PDFs
Search manually
Ask other people
Review documents again
“I know this is in some PDF.”
“I think this certificate is up to date… but I’m not sure.”
“Responding to customers or suppliers takes longer than it should.”
Nothing seems critical.
But time and risk accumulate .
What was built
A Document Intelligence system was implemented that turns documents into a usable source of information , with two clear components.
1. Document processing and structuring
The system:
Scans and processes PDFs (including scans)
Extract relevant information:
Technical specifications
Dates
Versions
Conditions
Structure the content
Link documents to each other
PDFs are no longer “dead” files.
2. An agent to consult documentation in natural language
The team can ask things like:
"What standard does this product comply with?"
“What is the latest version of this certificate?”
“What technical conditions does this supplier apply?”
“Summarize the key points of this manual”
The agent:
Respond with specific information
Indicate the source document
Reduce errors and doubts
The documentation is consulted , not searched for.
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What was NOT built
No production processes were changed
No documents were rewritten
A complex system was not imposed
The team was not forced to learn anything new.
They took advantage of what already existed.
and it was given structure and access .
The Results
Drastic reduction in time spent searching for information
Immediate access to key documentation
Less dependence on specific people
Less risk of using incorrect documents
Why it worked:
An everyday problem was tackled
Existing documentation was respected
Access and clarity were prioritized
It was built as an internal infrastructure , not as a “PDF viewer”
Return on Investment
120 hours
per month recovered by the team
-80%
of the time spent searching
0
dependence on key people
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