There are many factors that go into AI’s ability to be effective and make real impacts in a business environment. People are often quick to point towards variables such as model sophistication and prompt quality. Even though these are important items to consider, that is not always the root problem. In document-heavy AI workflows, the first place to start is to evaluate the state of your data: how clean it is, how it’s organized, and whether any AI can reliably access the correct source material.

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Here’s the reality:

• If the AI can’t extract text cleanly, it will guess.

• If the AI can’t find the right version of a document, it will answer confidently from the wrong one.

• If the AI can’t access a system (or shouldn’t access it), your results will be incomplete.

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So, before you expect high-quality outputs from generative AI in your document workflows, you need to treat your content like a product: structured, governed, and measurable.

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Data Factors for Success

Your results are determined upstream by three categories:

1. Data Quality: Can your tools reliably read and interpret the content?

2. Data Organization: Can the tools find the right content fast, consistently, and with context?

3. Data Access & Governance: Can the tools access what they need (and only what they should)?

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If these are weak, generative AI becomes a probability engine running on unreliable inputs. That’s how you get hallucinations and missed details.

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Let’s break down each category and then go into a practical checklist that pays off immediately:

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1) Data Quality: The ‘ol “Garbage in, garbage out” analogy

Generative AI doesn’t necessarily read like a human. It consumes text, layouts, and metadata and then computes a response based on this input. If your inputs are messy, your outputs will be messy too.

Here are some of the common failure points that I see:

1. Scanned PDFs with no real text layer (or low-quality OCR).

2. Tables extracted incorrectly (columns merged, rows lost).

3. Mixed languages, rotated pages, low contrast scans.

4. Images with critical context but no descriptions (photos, diagrams, screenshots).

5. Duplicate or near-duplicate documents drowning out the “source of truth.”

6. Audio/video files with no transcript, making content effectively invisible.

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2) Data Organization: If Your Repo Is Chaos, Retrieval Will Be Chaos

Most “document AI” solutions rely on retrieval behind the scenes: searching, ranking, and pulling the most relevant content before a model generates an answer. When your repository is disorganized, retrieval becomes inconsistent. And when retrieval is inconsistent, AI outputs will look random: correct one moment, wrong the next, overly generic, or confident in the wrong version of the truth.

Here are some of the common failure points that I see:

1. Version sprawl: too many “final” documents

2. Inconsistent naming: titles that don’t describe what the file is

3. Folder structures that reflect people instead of processes

4. Orphaned context: related documents aren’t connected

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3) Data Access & Governance: The AI Can Only Use What It Can Reach (and What It Should)

Access issues cut both ways:

1. Too little access → incomplete answers and missed context

2. Too much access → compliance risk, data leakage, and “surprising” retrieval results

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Practical Checklist: Your “Document Data Readiness” Baseline

If you only do one thing after reading this, follow this checklist:

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Data Quality

• OCR applied to all scanned docs before indexing/use

• Images that carry meaning have descriptions/captions

• Duplicates removed; canonical versions defined

• Audio/video transcribed; transcripts stored and searchable

Data Organization

• Folder taxonomy aligns to business + process + doc type

• File naming standard is enforced (date + version)

• Metadata fields exist for doc type, owner, status, sensitivity

• Related documents are linked or share a common ID

• Final documents are notated separately from draft/working documents

Access & Governance

• Source systems inventoried and intentionally indexed

• Role-based access is enforced and audited

• Outputs include citations and version traceability

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Measuring Improvement

Start with 1–3 workflows where document AI is expected to deliver measurable value. Keep the scope tight so you can actually evaluate, iterate, and improve.

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Examples:

• Contract Q&A: “What are the termination terms?” “Is auto-renewal included?”

• Policy interpretation: “What is allowed?” “What are the exceptions?”

• Case summarization: summarize a ticket thread plus attachments into a customer-ready response  

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From there, build a repeatable test set, and score results consistently.

1. Define the workflows you care about

2. Build a small “golden set”

3. Run Q&A testing (retrieval + answer)

4. Use a simple generative scoring rubric

5. Track operational KPIs that leadership cares about

6. Re-test after every data change

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Why Not Just Add RAG?

You may be asking yourself, isn’t this what RAG is for?  

You absolutely can (and should) use Retrieval-Augmented Generation (RAG) for document workflows. RAG is a strong way to ground answers in your source material and reduce “made up” responses.

But here’s the constraint: RAG can only retrieve what your systems can reliably read, index, and identify as relevant. If your corpus is messy (bad OCR, duplicate “final” versions, inconsistent naming, missing context in images, scattered folders) RAG will still pull incomplete or incorrect sources. At that point, the model isn’t hallucinating out of nowhere, it’s responding to the wrong inputs.

Think of it this way:

• RAG improves how AI uses your documents.

• Data cleanup improves the documents AI can reliably use.

In practice, the best outcomes come from doing both: build RAG to ground and cite answers, and clean up data so retrieval returns the right content consistently.

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The Takeaway

If you want strong results from AI for document workflows, stop treating data as an afterthought. Data quality, organization, and access controls are not “nice-to-haves.” They are the operating system your AI runs on.

When teams fix the inputs:

• Retrieval improves

• Hallucinations drop

• Answers become repeatable

• Trust increases

• Adoption grows

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