{"id":65588,"date":"2026-06-09T13:12:32","date_gmt":"2026-06-09T13:12:32","guid":{"rendered":"https:\/\/www.elixirr.com\/en-gb\/?post_type=case_study&#038;p=65588"},"modified":"2026-06-09T13:12:35","modified_gmt":"2026-06-09T13:12:35","slug":"professional-services-organisation-automating-large-scale-document-classification-with-ai","status":"publish","type":"case_study","link":"https:\/\/www.elixirr.com\/en-gb\/case-studies\/professional-services-organisation-automating-large-scale-document-classification-with-ai\/","title":{"rendered":"Professional services\u00a0organisation: Automating large-scale document classification with AI"},"content":{"rendered":"<section\n    class=\"wp-block-text-block edwp-block layout--spacing-y bg--none\"\n    >\n    <div class=\"wp-block-text-block__container container fade-in\">\n        <div class=\"wp-block-text-block__content wysiwyg\">\n            <p><span data-contrast=\"auto\">A professional services\u00a0organisation\u00a0needed to\u00a0reorganise\u00a0and migrate more t<\/span><span data-contrast=\"auto\">han\u00a0250,000 documents\u00a0from an inconsistent document management system. The work h<\/span><span data-contrast=\"auto\">ad to improve accessibility, support\u00a0compliance\u00a0and reduce the manual effort usually\u00a0required\u00a0to classify,\u00a0rename\u00a0and move large volumes of documents.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">An AI-powered classification, renaming and migration solution was built to\u00a0standardise\u00a0folder structures, improve document consistency and automate work that would otherwise\u00a0have required\u00a0thousands of manual hours. The result was a faster, more controlled migration across hundreds of clients.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Outcome 1: Classified,\u00a0normalised\u00a0and migrated\u00a0<\/span><span data-contrast=\"auto\">250,000+ documents\u00a0across\u00a0249 clients<\/span><\/li>\n<li><span data-contrast=\"auto\">Outcome 2: Achieved\u00a0<\/span><span data-contrast=\"auto\">90%+ AI classification accuracy<\/span><span data-contrast=\"auto\">\u00a0across the migrated document set<\/span><\/li>\n<li><span data-contrast=\"auto\">Outcome 3: Implemented\u00a0<\/span><span data-contrast=\"auto\">149\u00a0standardised\u00a0folder structures\u00a0to improve consistency across client files<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n        <\/div>\n            <\/div>\n<\/section>\n\n\n<section\n    class=\"wp-block-banner edwp-block layout--spacing-y bg--secondary wp-block-banner--content-right\"\n    >\n    <div class=\"container wp-block-banner__container\">\n        <div class=\"edwp-component edwp-fade-in wp-block-banner__content\">\n            <h2 class=\"wp-component-heading wp-component-content__title text--h1\">\n    The challenge<\/h2>                <div class=\"wp-component-content__content wp-component-content__content--cols-1 wysiwyg\">\n                            <div class=\"wp-component-content__column\">\n                    <p><span data-contrast=\"auto\">Our\u00a0client was managing a large volume of documents across inconsistent folder structures, naming\u00a0conventions\u00a0and legacy file types. This made information harder to access, increased the risk of duplication or\u00a0misclassification\u00a0and created a significant manual burden for teams.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:278}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The migration\u00a0also needed to be controlled and compliant. Documents had to be extracted, renamed, moved,\u00a0verified\u00a0and archived in a way that preserved traceability and produced\u00a0regulatory-ready documentation across a large client base.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n                <\/div>\n                    <\/div>\n                    <\/div>            <\/div>\n<\/section>\n\n\n<section\n    class=\"wp-block-banner edwp-block layout--none bg--secondary wp-block-banner--content-right\"\n    >\n    <div class=\"container wp-block-banner__container\">\n        <div class=\"edwp-component edwp-fade-in wp-block-banner__content\">\n            <h2 class=\"wp-component-heading wp-component-content__title text--h1\">\n    The approach<\/h2>                <div class=\"wp-component-content__content wp-component-content__content--cols-1 wysiwyg\">\n                            <div class=\"wp-component-content__column\">\n                    <p><span data-contrast=\"auto\">The\u00a0programme\u00a0began with the development of an AI-powered classification engine using Azure OpenAI GPT-4.1 models. Custom correction mechanisms were introduced early to improve\u00a0misclassification\u00a0handling and create greater confidence in how documents were\u00a0categorised\u00a0at scale.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">From there, our team designed an intelligent renaming system aligned to\u00a0our\u00a0client\u2019s existing document conventions. This helped\u00a0standardise\u00a0naming patterns and\u00a0establish\u00a0a more consistent folder structure across client records, reducing fragmentation across the broader migration effort.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To support the complexity of\u00a0the migration, multi-format document pipelines were developed for PDFs, DOC\/DOCX, XLS\/XLSX, MSG and RTF files, with OCR through Tesseract used for scanned content. Text extraction and conversion frameworks were also tailored to VDI constraints and legacy file\u00a0types\u00a0so documents could be processed reliably across a wide range of formats and environments.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The migration capability was then expanded into a more robust automated workflow that handled physical file movement, verification, duplicate detection, collision\u00a0handling\u00a0and archiving. Client-specific reporting was also produced through CSV mappings, completeness\u00a0checklists\u00a0and Excel outputs with hyperlinks between old and new folder locations, helping\u00a0maintain\u00a0traceability throughout the migration process.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Together, these capabilities created a more controlled migration process that could reliably classify,\u00a0rename\u00a0and move large volumes of documents across complex client environments.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n                <\/div>\n                    <\/div>\n                    <\/div>            <\/div>\n<\/section>\n\n\n<section\n    class=\"wp-block-banner edwp-block layout--spacing-y bg--secondary wp-block-banner--content-right\"\n    >\n    <div class=\"container wp-block-banner__container\">\n        <div class=\"edwp-component edwp-fade-in wp-block-banner__content\">\n            <h2 class=\"wp-component-heading wp-component-content__title text--h1\">\n    The impact<\/h2>                <div class=\"wp-component-content__content wp-component-content__content--cols-1 wysiwyg\">\n                            <div class=\"wp-component-content__column\">\n                    <p><span data-contrast=\"auto\">Our\u00a0client moved from a highly manual document migration process to an automated capability that could classify,\u00a0normalise\u00a0and migrate hundreds of thousands of\u00a0files at\u00a0scale. Work that would have\u00a0required\u00a0thousands of manual hours was accelerated, reducing administrative burden while improving consistency across client records.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:278}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Accessibility and compliance\u00a0also\u00a0improved. Teams had clearer folder structures, more consistent\u00a0naming\u00a0and regulatory-ready documentation to support future retrieval,\u00a0review\u00a0and governance requirements.\u00a0Additionally, we were able to\u00a0identify\u00a0any missing client documents that were essential to fulfilling regulatory\u00a0requirements, but\u00a0had not made it within the folder structures\u00a0initially.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The work\u00a0established\u00a0a scalable processing capability across\u00a0<\/span><span data-contrast=\"auto\">249 clients, giving\u00a0our\u00a0client<\/span><span data-contrast=\"auto\">\u00a0a more reliable way to manage complex document migration, reduce manual\u00a0effort\u00a0and\u00a0maintain\u00a0control over information as volumes grow.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n                <\/div>\n                    <\/div>\n                    <\/div>            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9.24769 17.7104 9.24769 17.6278C9.24769 17.5453 9.26403 17.4636 9.29576 17.3874C9.3275 17.3113 9.374 17.2421 9.43259 17.184L15.8711 10.7518H1.12509C0.959309 10.7518 0.800312 10.686 0.683084 10.5687C0.565857 10.4515 0.5 10.2925 0.5 10.1267C0.5 9.96093 0.565857 9.80193 0.683084 9.68471C0.800312 9.56748 0.959309 9.50162 1.12509 9.50162Z\" fill=\"#1D0F25\"\/>\n<\/g>\n<\/svg>\n<\/span>                                            <\/button>\n                <\/div>\n                                            <\/div>\n<\/article>\n<article class=\"wp-component-card edwp-component wp-component-card--content wp-component-card--case_study wp-block-cards__card            wp-component-card--link js-card-link\n        edwp-fade-in\">\n            <figure class=\"wp-component-card__image-wrapper\">\n                            <img decoding=\"async\" width=\"2400\" height=\"1627\" 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23.4141 0.539062ZM23.4141 1.68945C11.3606 1.68945 1.55273 11.4974 1.55273 23.5508C1.55286 35.6041 11.3607 45.4111 23.4141 45.4111C35.4673 45.411 45.2743 35.604 45.2744 23.5508C45.2744 11.4974 35.4674 1.68957 23.4141 1.68945Z\" fill=\"currentColor\"\/>\n<path d=\"M19.2841 33.6992C18.9579 33.6986 18.6374 33.6111 18.3543 33.4454C17.7167 33.0759 17.3203 32.3585 17.3203 31.5797V15.8189C17.3203 15.0379 17.7167 14.3227 18.3543 13.9531C18.6442 13.7827 18.9735 13.6951 19.3078 13.6994C19.6421 13.7037 19.9692 13.7998 20.2548 13.9776L33.4237 22.0406C33.6981 22.2166 33.9244 22.461 34.0812 22.751C34.238 23.0409 34.3203 23.3668 34.3203 23.6982C34.3203 24.0295 34.238 24.3555 34.0812 24.6454C33.9244 24.9353 33.6981 25.1798 33.4237 25.3558L20.2527 33.421C19.9604 33.6017 19.6256 33.6979 19.2841 33.6992Z\" fill=\"currentColor\"\/>\n<\/g>\n<\/svg>\n<\/span>            <\/div>\n                        <\/figure>\n        <div class=\"wp-component-card__content edwp-row-load\">\n                              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meeting\" decoding=\"async\" srcset=\"https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12.jpg 2400w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-300x180.jpg 300w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-1024x614.jpg 1024w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-768x461.jpg 768w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-1536x922.jpg 1536w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-2048x1229.jpg 2048w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-87x52.jpg 87w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-319x191.jpg 319w, https:\/\/www.elixirr.com\/en-gb\/wp-content\/uploads\/2026\/06\/Article-Feature-Image-12-479x287.jpg 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<\/div>\n                        <\/figure>\n        <div class=\"wp-component-card__content edwp-row-load\">\n                                    <p class=\"wp-component-card__eyebrow\">\n                AI &amp; Machine Learning            <\/p>\n                <a href='https:\/\/www.elixirr.com\/en-gb\/case-studies\/professional-services-organisation-automating-large-scale-document-classification-with-ai\/' class='wp-component-card__title'>\n            <h2>\n                Professional services\u00a0organisation: Automating large-scale document classification with AI\n            <\/h2>\n        <\/a>                                                            <div class=\"wp-component-card__meta\">\n                                            <p class=\"wp-component-card__date\">\n                            09 June 2026                        <\/p>\n                                                                <div class=\"wp-component-card__terms\">\n                                                                                                                                                                                                                <div class=\"wp-component-tags edwp-component\">\n                        <div class=\"wp-component-tags__tag\">\n                Business Services            <\/div>\n                                <div class=\"wp-component-tags__tag\">\n                Financial Services            <\/div>\n                                <div class=\"wp-component-tags__tag\">\n                AI &amp; Machine Learning            <\/div>\n                <\/div>\n                        <\/div>\n                                    <\/div>\n                                                    <div class=\"wp-component-card__button-wrapper\">\n                    <button class=\"btn btn--link arrow wp-component-card__button\">\n                                                                            Read more             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