How a document management specialist can use AI, task by task

I work as a document management specialist. Part of my job is to identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.

Context: We use Microsoft Dynamics and Oracle PeopleSoft Financials.
Data: [describe]
Analysis: [purpose]

List cleaning and formatting steps. Point out anything missing or inconsistent and suggest a template I can reuse.

I work as a document management specialist. Part of my job is to assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Data: [databases, archives, queries]
Needs: [access, backup, quality]

Draft procedures with roles, steps and controls. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.

Context: We use IBM Notes; the work draws on law and government, administration and management and computers and electronics.
What I'm looking for: [document, asset or data]
Where it might be: [repositories, databases, drives]

Give me a search strategy: keywords, metadata fields, filters and naming patterns to try, in order. Suggest how to log what I retrieve.

I work as a document management specialist. Part of my job is to keep abreast of developments in document management technologies and techniques by reviewing current literature, talking with colleagues, participating in educational programs, attending meetings or workshops, or participating in professional organizations or conferences.

Context: The work draws on law and government, administration and management and computers and electronics.
Industry: [describe]
Focus: [technology, best practices]

Summarize trends, what they mean for my role, and sources to follow. Use examples from my line of work, quiz me with 5 questions one at a time, and list trustworthy sources.

I work as a document management specialist. Part of my job is to search electronic sources, such as databases or repositories, or manual sources for information.

Context: We use IBM Notes; the work draws on law and government, administration and management and computers and electronics.
What I'm looking for: [document, asset or data]
Where it might be: [repositories, databases, drives]

Give me a search strategy: keywords, metadata fields, filters and naming patterns to try, in order. Suggest how to log what I retrieve.

I work as a document management specialist. Part of my job is to develop, document, or maintain standards, best practices, or system usage procedures.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Procedure: [security, installation]
Notes: [paste]

Draft a clear documented procedure. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Process: [document capture, classification]
System: [describe]

Draft steps, taxonomy rules and quality checks. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Here's what I have for the changes to official documents and confirm changes: [rough notes, e.g. enterprise-wide records management staff]

Write a clear first draft that I can check and finish. Keep it [one page / short / formal], laid out so I can paste it into Microsoft SharePoint or Adobe Acrobat. Use headings if they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to operate data capture technology to import digitized documents into document management system.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Process: [document capture, classification]
System: [describe]

Draft steps, taxonomy rules and quality checks. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.

Context: We use Microsoft Word and Microsoft SharePoint; the work draws on law and government, administration and management and computers and electronics.
What I'm looking for: [document, asset or data]
Where it might be: [repositories, databases, drives]

Give me a search strategy: keywords, metadata fields, filters and naming patterns to try, in order. Suggest how to log what I retrieve.

I work as a document management specialist. Part of my job is to develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Data: [databases, archives, queries]
Needs: [access, backup, quality]

Draft procedures with roles, steps and controls. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to implement scanning or other automated data entry procedures, using imaging devices and document imaging software.

Context: We use Microsoft SharePoint and Adobe Acrobat.
Process: [document capture, classification]
System: [describe]

Draft steps, taxonomy rules and quality checks. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to write, review, or execute plans for testing new or established document management systems.

Context: We use Microsoft SharePoint and Adobe Acrobat.
System: [network, data warehouse, hardware]
What to test: [functions, integration]

Draft test procedures, cases and expected results. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to prepare support documentation and training materials for end users of document management systems.

Context: We use Microsoft SharePoint and Adobe Acrobat; the work draws on law and government, administration and management and computers and electronics.
Product or system: [describe]
Users: [skill level]
Steps: [rough notes]

Write step-by-step instructions with screenshots to take and troubleshooting tips. Use plain language, one everyday analogy, and the questions people are most likely to ask with short answers.

I work as a document management specialist. Part of my job is to document technical functions and specifications for new or proposed content management systems.

Context: We use Microsoft SharePoint and Adobe Acrobat.
System: [equipment, software, content system]
Requirements: [functions, standards, interfaces]

Draft a specification with numbered, testable requirements. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

I work as a document management specialist. Part of my job is to analyze, interpret, or disseminate system performance data.

Context: We use Microsoft Excel; the work draws on law and government, administration and management and computers and electronics.
Problem: [delays, errors, defects, protocol issues]
Data: [paste logs, indicators, printouts]

Find patterns that point to the cause, rank likely causes, and suggest checks and fixes. Show your working step by step and give spreadsheet formulas so I can reproduce the numbers.