As the year draws to a close, it’s usually time to take a step back. It’s easy to get caught up in the daily production of documents, reports and meeting notes. But if you look up for a moment, you see that something is changing. The document itself is changing its role.
From being something we open, look for and manage manually, to becoming an active part of our work processes. It sounds almost like science fiction, but in practice it’s about smarter tools and more automated workflows that are already finding their way into many organizations.
Here are four trends we think are particularly interesting for the coming years. Not because they are technological trends, but because they change the way we actually work, collaborate and make decisions.
Documents are getting smarter than we think
Today:
Most of us recognize it: documents need to be named, classified and put in the “right place”. We spend a lot of time looking, structuring and trying to get it right. And yet sometimes the information is missing just when you need it.
Where we are going:
In the coming years, documents will not only be static files, but more like small information carriers with their own ‘mind’. AI can read content, understand context and suggest next steps. In practice, this means you can ask the system what you are looking for and get an answer without knowing where it is.
What it means in everyday life:
Less searching. Less duplication of effort. And above all: knowledge that is currently hidden in folders and email threads will be available to more people.
Analysts at M-Files and AAC Systems, among others, point out that the majority of global companies will invest in AI-driven document management in 2025-2026. Not as hype, but to streamline decision-making for real.
Documents soon move through the organization by themselves
Today:
Much of document management is still about sending things manually. You forward emails, look for files in folders, upload versions, follow up and remind.
Where we are going:
Documents will follow workflows that are more autonomous and better integrated with other systems. AI can detect that something is missing, that a deadline is coming up, or that a certain person should be involved. And act accordingly.
What it means in everyday life:
Faster processes, fewer mistakes and clearer responsibilities.
Reports show that organizations that have implemented AI-supported document flows already reduce their lead times by 30-40%. This is particularly noticeable in finance, HR and legal where documents are actually the job.
The cloud connects collaboration for real – not just in theory
Today:
We collaborate on documents, absolutely – but duplicate versions, lost permissions and some confusion about “which file is the latest” are still common.
Where we are going:
Cloud-based document platforms are becoming increasingly autonomous. Permissions are set automatically, versions are synced without anyone having to think about it, and AI can highlight which people should see which material.
What it means in everyday life:
Real collaboration, whether the team is spread across the country or the world.
Forrester highlights that AI support in cloud-based document management is one of the clearest drivers of increased productivity in global teams.
Security becomes part of the document’s DNA
Today:
Security and compliance is often something you do after the document is created: you check permissions, mark sensitive content and follow up manually.
Where we are going:
In the future, security will be automatically built into the entire document lifecycle. AI identifies sensitive data, suggests the right access and gives early warning of risks or anomalies.
What it means in everyday life:
Fewer errors, less stress and a much more secure handling of everything from personal data to agreements and protocols.
Gartner believes that AI-driven document management will become a central part of modern risk management, not least in organizations with high demands on traceability.
Need a compass in the document management jungle?
If you want to talk about how these changes affect you, or if you just want to brainstorm about document management and how to take the next step, you’re welcome to contact us at Ways. We’re happy to help you sort through the jungle and find the right way forward.