{"id":422541,"date":"2026-07-07T10:31:56","date_gmt":"2026-07-07T08:31:56","guid":{"rendered":"https:\/\/www.optimal-systems.de\/?p=422541"},"modified":"2026-07-16T12:06:55","modified_gmt":"2026-07-16T10:06:55","slug":"ai-powered-document-classification","status":"publish","type":"post","link":"https:\/\/www.optimal-systems.de\/en\/digitalization\/blog\/ai-powered-document-classification","title":{"rendered":"AI-powered document classification How kairos really understands documents"},"content":{"rendered":"\n<div class=\"wp-block-cover dyn\" style=\"min-height:25vw;aspect-ratio:unset;\"><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-90 has-background-dim has-background-gradient\" style=\"background:linear-gradient(90deg,rgb(0,0,0) 0%,rgba(0,0,0,0) 100%)\"><\/span><img decoding=\"async\" width=\"1920\" height=\"1200\" class=\"wp-block-cover__image-background wp-image-422592\" alt=\"Dokumente Digitalisierung kairos\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos.jpg\" data-object-fit=\"cover\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos.jpg 1920w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-300x188.jpg 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1024x640.jpg 1024w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-768x480.jpg 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1536x960.jpg 1536w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><img decoding=\"async\" width=\"1920\" height=\"1200\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1.jpg\" class=\"wp-block-cover__image-background wp-post-image\" alt=\"\" data-object-fit=\"cover\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1.jpg 1920w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1-300x188.jpg 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1-1024x640.jpg 1024w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1-768x480.jpg 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/dokumente-digitalisierung-kairos-1-1536x960.jpg 1536w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><div class=\"wp-block-cover__inner-container is-layout-constrained wp-block-cover-is-layout-constrained\"><div  class=\"gs_Vz7t8k row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-10 col-md-8 is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-color-62-color has-text-color wp-block-paragraph\"><span data-tag=\"date\" data-params=\"{&quot;format&quot;:&quot;custom&quot;,&quot;customFormat&quot;:&quot;j F Y&quot;}\" class=\"is-tag\">Date<\/span><\/p>\n\n\n\n<h1 class=\"wp-block-heading has-text-align-left dyn has-color-62-color has-text-color has-link-color wp-elements-1\" id=\"h-header-blog-beitrag\"><strong>AI-powered document classification: How kairos really understands documents<\/strong> <\/h1>\n\n\n\n<p class=\"dyn has-color-62-color has-text-color has-link-color wp-elements-2 wp-block-paragraph\">By Wissal Saihi<\/p>\n<\/div>\n<\/div>\n<\/div><\/div><\/div>\n\n\n<div  class=\"gs_DmwJWC row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<div id=\"greyd-6af609316c337\" class=\"wp-block-greyd-box infobox--autor gs_BsRRZm greyd-content-box gs_BsRRZm has-text-color\">\n<figure class=\"wp-block-image aligncenter size-full dyn is-style-default\"><img decoding=\"async\" width=\"800\" height=\"800\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/wissal_saihi.jpg\" alt=\"Wissal Saihi\" class=\"wp-image-422566\" style=\"aspect-ratio:1;object-fit:cover\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/wissal_saihi.jpg 800w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/wissal_saihi-300x300.jpg 300w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/wissal_saihi-150x150.jpg 150w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/wissal_saihi-768x768.jpg 768w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/figure>\n\n\n\n<p class=\"Dr. Nikola Milanovic dyn gs_gM1Vuz wp-block-paragraph\" style=\"font-size:18px\"><strong>Wissal Saihi<\/strong><\/p>\n\n\n\n<p class=\"dyn gs_vvs6UX wp-block-paragraph\" style=\"font-size:18px\">Product Owner at <br>OPTIMAL SYSTEMS<\/p>\n\n\n\n<div class=\"wp-block-greyd-buttons alignleft\" style=\"padding-top:0\">\n<a  href=\"https:\/\/www.linkedin.com\/in\/wissal-saihi-125270a7\" target=\"_blank\" title=\"LinkedIn\" class=\"link dyn _hover is-style-link-sec gs_eo2QW0 \"><span class=\"social_linkedin_square\" style=\"vertical-align:middle;font-size:100%;margin-right:10px\" aria-hidden=\"true\"><\/span><span style=\"flex:1\">LinkedIn<\/span><\/a><style class=\"greyd-styles\">.gs_eo2QW0:hover { color: var(--wp--preset--color--color-12) !important; } <\/style>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Invoices, contracts, applications, notices of termination: In many companies, such documents are still reviewed, sorted, and tagged manually, even with ECM in place. This is a time-consuming, error-prone, and poorly scalable process. The reason for this lies in layouts that are trained using machine learning algorithms<\/strong>.<strong> We wanted to develop a better solution using AI for this<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>When we started development, however, an uncomfortable question arose within the team relatively early on: How much can AI actually accomplish here? The result is our <strong>AI component<\/strong> kairos, which serves as the input management system for OPTIMAL SYSTEMS. It is the central point where documents enter an ECM system and are recognized, sorted, and processed.<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-two-paths-one-goal-the-decision-to-build-two-pipelines\"><strong>Two paths, one goal \u2013 the decision to build two pipelines<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">One of the most fundamental design decisions the team made concerned the question of how <a href=\"https:\/\/www.optimal-systems.de\/en\/products\/ai\/kairos-smart-automation-of-your-document-management-with-ai\">kairos<\/a> \"understands\" documents in the first place. Traditional capture solutions operate on a rule-based basis: A layout is trained for each document type; any deviation requires rework. It quickly became clear to us that this approach wouldn't give us the robustness we wanted.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead of committing to a single technology, we deliberately chose two processing pipelines: an encoder pipeline using traditional machine learning for fast, efficient processing of machine-readable documents, and an LLM pipeline using generative AI for greater flexibility when dealing with unknown layouts. The real challenge wasn't the models themselves, but rather bringing both worlds together under a common interface \u2013 the central Predict API \u2013 so that the connected systems wouldn't even notice. Since then, for every use case, it has been possible to choose between efficiency and flexibility without changing anything about the integration.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here's how it works: A document is received, split into individual documents if necessary, assigned to a document type (classification), the relevant values are extracted, and the document \u2013 along with a confidence value (i.e., a measure of how reliable the result is) \u2013 is transferred to the ECM system.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_n7PmvG row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 class=\"wp-block-heading\" id=\"h-where-we-have-deliberately-set-limits\"><strong>Where we have deliberately set limits<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">For us, governance and data protection were part of the architecture from the very beginning. Not added as an afterthought. We have decided to offer tenant-specific models that are trained on each client's data \u2013 in an EU-hosted environment. The LLM pipeline also uses EU hosting options. Every AI call is processed centrally via the Predict API. The connection to our ECM system enaio\u00ae is established on a tenant-specific basis via the AI Connector using dedicated tenant credentials \u2013 similar to a unique access key for each customer \u2013 ensuring that data from different tenants remains technically separate from one another.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">One point we discussed at length as a team: How much automation is too much? Our solution was to include a confidence score for each result. And to establish a firm rule that, in cases of uncertainty, a human would make the decision. Not a black box, but transparent, correctable results.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By the way, it's no coincidence that our solution is called kairos: The term originates from ancient Greek, where it referred to the opportune, decisive moment \u2013 as opposed to time that simply passes in a linear fashion. That is exactly what document processing is all about at its core: not blindly automating everything, but making the right decision at the right moment. Automated where it is safe to do so, and reviewed by a human where necessary.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_k0RakE row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 class=\"wp-block-heading\" id=\"h-what-s-next\">What's next<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The next milestone is kairos Configuration Studio \u2013 a no-code interface that allows consultants and subject-matter experts to set up classification and extraction for each tenant on their own, without tying up development resources. For our team, this is an important step: moving away from a pure AI engine toward a configurable platform that can be rolled out more quickly to new customers and for new document types.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\"><div  class=\"row_wrap has-background\"><div id='bg_6af609317c472' class='greyd-background bg_full'>\n\t\t\t\t\t\t\t\t<div class='bg_color'><\/div>\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t<\/div>\n<div class=\"wp-block-columns row_xl dyn has-color-62-background-color has-background is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image aligncenter size-full dyn\"><img decoding=\"async\" width=\"768\" height=\"1003\" src=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/kairos_produktinfo_vorschaubild.png\" alt=\"kairos_produktinfo_vorschaubild\" class=\"wp-image-422579\" srcset=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/kairos_produktinfo_vorschaubild.png 768w, https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/07\/kairos_produktinfo_vorschaubild-230x300.png 230w\" sizes=\"(max-width: 768px) 100vw, 768px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-vertically-aligned-center col-12 col-sm-auto col-md-8 is-layout-flow wp-block-column-is-layout-flow\">\n<h3 class=\"wp-block-heading has-text-align-center dyn\" id=\"h-infoblatt-revisionssichere-archivierung\">Info sheet: Everything you need to know about kairos<\/h3>\n\n\n\n<p class=\"has-text-align-center dyn wp-block-paragraph\">The key features and benefits of the AI-based classification solution<\/p>\n\n\n\n<div class=\"wp-block-greyd-buttons aligncenter\"><a  href=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/03\/productinfo-kairos.pdf\" target=\"_blank\" title=\"https:\/\/www.optimal-systems.de\/wp-content\/uploads\/2026\/03\/productinfo-kairos.pdf\" class=\"button dyn gs_vpcXLw \"><span style=\"flex:1\">Download product info for free<\/span><span class=\"arrow_down\" style=\"vertical-align:middle;font-size:100%;margin-left:10px\" aria-hidden=\"true\"><\/span><\/a><style class=\"greyd-styles\">.gs_vpcXLw { color: var(--wp--preset--color--color-62) !important; } <\/style><\/div>\n<\/div>\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_mnOZpC row_wrap\">\n<div class=\"wp-block-columns row_xl is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column col-12 col-sm-auto is-layout-flow wp-block-column-is-layout-flow\">\n<h2 class=\"wp-block-heading\" id=\"h-the-overall-direction-of-this-trend\"><strong>The overall direction of this trend<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">I am convinced that, over the next few years, AI will evolve from an optional feature to an integral part of every DMS \u2013 moving away from mere data capture toward true understanding and assistance. At the same time, the importance of traceability and governance is growing, especially in light of the EU AI Act. That was precisely our guiding principle from the very beginning as we developed kairos: AI is meant to lighten the load, not replace people \u2013 and trust is built through transparency, not through complete automation at any cost.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div  class=\"gs_oPrbYj row_wrap has-background\"  data-anim-action=\"fadeInUp\" data-anim-event=\"onScroll\" data-anim-triggered=\"false\" data-anim-from=\"opacity: 0; transform: translateY(100px);\" data-anim-to=\"opacity: 1; transform: translateY(0px);\" data-anim-start=\"90%\" data-anim-reverse=\"false\"><div id='bg_6af609319dab6' class='greyd-background bg_full'>\n\t\t\t\t\t\t\t\t<div class='bg_gradient'><\/div>\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t<\/div>\n<div class=\"wp-block-columns row_l has-background is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\" style=\"background:linear-gradient(0deg,rgba(242,244,247,0.97) 0%,var(--color63) 100%)\">\n<div class=\"wp-block-column col-12 is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:50%;width:50%\">\n<p class=\"has-text-align-center dyn has-h-2-font-size wp-block-paragraph\">Would you like to learn more about kairos?<br>Get in touch with us!<\/p>\n\n\n\n<p class=\"dyn wp-block-paragraph\"><noscript class=\"ninja-forms-noscript-message\">\n\tNotice: JavaScript is required for this content.<\/noscript>\n<style>\n\n        \/* PLUGIN WIDE STYLES *\/\n    \n        .nf-response-msg {\n                                    margin:4.2rem 0 4.2rem;\n                    }\n    <\/style><div id=\"nf-form-20-cont\" class=\"nf-form-cont\" aria-live=\"polite\" aria-labelledby=\"nf-form-title-20\" aria-describedby=\"nf-form-errors-20\" role=\"form\">\n\n    <div class=\"nf-loading-spinner\"><\/div>\n\n<\/div>\n        <!-- That data is being printed as a workaround to page builders reordering the order of the scripts loaded-->\n        <script>var formDisplay=1;var nfForms=nfForms||[];var form=[];form.id='20';form.settings={\"ninjaForms\":\"Ninja Forms\",\"changeEmailErrorMsg\":\"Please enter a valid e-mail address!\",\"changeDateErrorMsg\":\"Please enter a valid date!\",\"confirmFieldErrorMsg\":\"These fields must match!\",\"fieldNumberNumMinError\":\"Please enter a number that is not below the minimum.\",\"fieldNumberNumMaxError\":\"Please enter a number that is not above the maximum.\",\"fieldNumberIncrementBy\":\"Please increment by %s\",\"fieldTextareaRTEInsertLink\":\"Insert Link\",\"fieldTextareaRTEInsertMedia\":\"Insert Media\",\"fieldTextareaRTESelectAFile\":\"Select a file\",\"fieldsTermsAdd\":\"Add New\",\"fieldsTermsNewName\":\"New term name\",\"tableInsertRowAbove\":\"Insert Row Above\",\"tableInsertRowBelow\":\"Insert Row Below\",\"tableInsertColumnLeft\":\"Insert Column Left\",\"tableInsertColumnRight\":\"Insert Column Right\",\"tableDeleteRow\":\"Delete Row\",\"tableDeleteColumn\":\"Delete Column\",\"tableDeleteTable\":\"Delete Table\",\"tableLegacyNotice\":\"This content has tables in the old editor format. 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