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Across industries and company sizes, artificial intelligence (AI) is changing how information is captured, processed, shared, and secured. Whether it’s a financial firm reconciling monthly statements, a hospital managing patient intake forms, or a law office sorting through case files, AI is helping reimagine document and print workflows. The proof is in how IT decision makers are investing in and implementing AI. A recent Keypoint Intelligence end user survey shows that 95% of US businesses are at least exploring AI for document workflows and automation, moving away from manual tasks and siloed systems. The goal is to make workflows smarter, faster, and more secure.
For the print and workplace technology channel, this shift represents a timely opportunity to reposition print and imaging solutions at the heart of an enterprise’s digital transformation (DX).
AI Is Evolving the Workplace Print Landscape
AI is now embedded in many workflow functions previously considered routine: scanning a document, processing a form, retrieving a file, or sending a job to print. AI technologies such as machine learning, natural language processing, and computer vision are allowing workplace systems to read, interpret, route, and even make decisions about document content. Examples include:
- A law firm’s MFP can identify whether a scanned document is a contract or a deposition and file it automatically
- A medical clinic can use AI to redact personal health information before routing files to third parties
- An insurance provider’s back office can auto-extract data from claims forms and flag missing fields for human review
- A university can auto-categorize transcripts and academic records, streamlining intake and archiving
Cross-Vertical Adoption Is Accelerating
The desire for efficiency—combined with the increased availability of AI features and technologies—has accelerated AI adoption across industries. IT decision makers increasingly embrace embedding AI into tools already in use, from MFPs to document management platforms.
Healthcare professionals are using AI to digitize patient forms, detect sensitive information, and route data securely to electronic health records (EHR). AI-enabled scan workflows reduce time spent managing physical documents and minimize HIPAA compliance risks.
Financial Services & Banking institutions deal with high volumes of sensitive, regulated content. AI can improve compliance documentation and risk management, automate loan processing, and verify identities for client onboarding.
Insurance is utilizing AI in underwriting and claims for scanning, reading, as well as prioritizing forms and correspondence. Document AI tools, paired with cloud-connected print and capture devices, are reducing paper shuffling and speeding up decisions when processing claims.
Legal professionals are leveraging AI for smart redaction, case file classification, and contract analytics—areas that intersect with print and document workflows. AI now handles filename conventions and reviews, allowing legal professionals to focus on client work.
Education faces administrative strain. Schools are adopting AI to streamline records management, automate transcript routing, and manage print usage. AI-driven cost tracking and secure, cloud-managed print help schools improve efficiency without sacrificing privacy.
Manufacturing & Logistics environments are using AI to automate the capture and processing of delivery documents, packing lists, and invoices. AI is also helping digitize quality control and inspection documents. Smart MFPs equipped with AI workflows can bridge the physical and digital documentation gap.
Trusted AI Guidance Needed at Every Step
Despite the different use cases across industries, there is one overarching trend: While IT leaders are interested in AI, many don’t have a roadmap for how to implement it across their print and document environments. Which opens a strategic door for technology providers to:
- Offer AI-powered capture and print solutions tailored to industry-specific compliance needs
- Build consultative services around AI training, governance, and ROI measurement
- Deliver end-to-end packages that combine MFP hardware, cloud workflow tools, and intelligent automation
As AI grows more embedded, providers that can effectively communicate the value proposition of AI capabilities into real-world use cases will win market trust and share.
What’s Holding Organizations Back?
Although there are opportunities, barriers still exist. Across verticals, decision makers are cautious about:
- Ethical and regulatory compliance (especially in healthcare, government, and finance)
- Job displacement and change management challenges
- Data readiness and integration, including inconsistent file formats and information silos
As a result, it’s important that solutions not only perform but also build trust and confidence—especially when handling sensitive or mission-critical documents. For providers, it’s essential to design workflows (and even offer proof of concepts) that are auditable and explainable. Offer explicit transparency around data handling and AI-model training and provide ongoing consultative support for IT or end-user teams with onboarding, testing, and training tools.
Trust in the provider is as crucial as trust in the AI.
The Path Forward: Partnering for AI Success
AI is reshaping how organizations handle documents, ultimately evolving the digital transformation (DX) continuum. While the conversation around DX is not new, as AI becomes more prevalent in workplace systems, the opportunity for technology providers to become consultative transformation partners expands, and there’s no shortage of vertical-specific value to offer.
The future of print and document workflows lies in intelligent automation—powered by AI, guided by industry needs, and delivered through trusted partnerships. Workplace technology professionals are uniquely positioned to lead this charge with smarter, real-world solutions to help clients unlock efficiency, improve accuracy, and stay ahead of what’s next.
Stay ahead in the ever-evolving print industry by browsing our Industry Reports page for the latest insights. Log in to the InfoCenter to view research on AI through our Workplace CompleteView Advisory Service. Not a subscriber? Contact us for more information.
