Use of AI in Document Management for Implementing Organizational Agility "Organizational Agility Strategies: Application of Generative Artificial Intelligence in Document Management"

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Published: Jun 30, 2025
DOI: https://doi.org/10.31095/podium.202%205.47.3
Keywords:
Organizational Agility, Document Management, Intelligent System, Efficiency, Transparency, , Productivity Agilidad Organizacional, Gestión Documental, Sistema Inteligente, Eficiencia, Transparencia, Productividad

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JUAN VASSALLO
Universidad del Salvador
ANA MARIA LOPEZ
Universidad del Salvador
Gabrie Urchipia
Universidad del Salvador

Abstract

The aim of this study is to enhance organizational agility through an Intelligent Document Management System (IDMS). A methodology was implemented that includes the collection and segmentation of documents to create a vector database using Generative Artificial Intelligence (GAI) and advanced language models. The results show significant improvements in efficiency and productivity, demonstrating that GAI can optimize decision-making by centralizing dispersed information and facilitating advanced semantic searches. The conclusions highlight that regulating variables, such as temperature in content generation, helps mitigate the risk of hallucinations in AI models, ensuring more accurate responses. Additionally, the case of the National Meteorological System (NMS) illustrates the applicability of this solution in accessing critical information, promoting a culture of innovation and adaptability in a constantly evolving business environment.

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How to Cite
VASSALLO, J., LOPEZ, A. M., & URCHIPIA, G. (2025). Use of AI in Document Management for Implementing Organizational Agility: "Organizational Agility Strategies: Application of Generative Artificial Intelligence in Document Management". PODIUM, (47), 37–58. https://doi.org/10.31095/podium.202 5.47.3
Issue
No. 47 (2025): Número semestral PODIUM
Section
Scientific articles
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Author Biographies

ANA MARIA LOPEZ, Universidad del Salvador

Chemical Engineer from UBA and Master's degree from the Universities of Deusto and Salvador (USAL) - Gold Medal
Former Quality Manager at IBM and Unilever and consultant for the IDB.
Partner at Ecosistemas SRL, responsible for environmental quality management consulting.
Director of the Chemical Engineering Department at UBA.
Consulting Professor at UBA and Emeritus Professor at USAL.
Former Director of the Specialization and Master's in Quality Management at USAL, Georgetown University, and State University of New York (SUNY).
Professor of Total Quality Management and Six Sigma in graduate programs at USAL, UCA, UNSAM, and iSalud.
Visiting Professor of TQM and eSCM at the Graduate School of Monterrey.
Thesis Director for Specialization and Master's programs and for research projects.
Former Judge of the National Quality Award, private sector, and member of the Accreditation Board of Specialists at INTI.
Auditor for ISO 9001, 14001, 20001, 39001, and 45001.
Speaker at congresses, notably from ASQ (American Society for Quality), International Conference "Responsible Organizations in a Global Context" at Georgetown University Washington (University of Versailles and Georgetown University), World Bank, Fundibeq.

Research:

4.1. Completed Projects:

Led and participated in various consulting projects and quality management improvements in large organizations such as IBM, Unilever, and the IDB.

4.1 Completed Projects:

  • Quality Management System in SMEs (VRID 1189): Evaluation of quality in SMEs using certifications and excellence models.
  • Monte Carlo for Business Decision Making (VRID 1378): Application of the Monte Carlo method to improve business decisions.
  • Customer Satisfaction Statistical Index (VRID 1379): Creation of a customer satisfaction index through factor analysis.
  • Data Analysis and Interpretation with Software (VRID 1380): Use of software to analyze and interpret quality data.
  • Costs of Poor Quality (VRID 1440): Assessment of costs associated with a lack of quality in companies.
  • Risk Management for Quality (VRID 1551): Comparison of risk management methods for quality in different industries.

4.2 Publications:

  • López, A. M., & Osinski, J. (2009). Integrating quality initiatives in service delivery improving. Paper presented at the 18th Annual Frontiers in Service Conference, Honolulu, HI, USA.
  • Osinski, J., & López, A. M. (2009). Providing IT services with off-shored resources in real-time: Perceptions, emotions, and reality. Paper presented at the 18th Annual Frontiers in Service Conference, Honolulu, HI, USA.
  • Hefley, B., & Osinski, J. (2008). What's new with service science? Paper presented at the 17th Annual Frontiers in Service Conference, Washington, DC, USA.
  • Osinski, J. (2003). Implementation of BSC at Unilever. Presentation at the Latin American Summit Balanced Scorecard, Rio de Janeiro, Brazil.
  • Osinski, J. (1997). A successful application of TQM in CPC (Corn Product Corporation) Argentina. Paper presented at the 51st Annual Quality Congress of ASQC, USA.
  • Osinski, J. (1997). Statistical methods in the food industry. Paper presented at the International Quality Congress, Buenos Aires, Argentina.
  • Osinski, J. (1990). Statistical process control: Implementation in an exporting plant. Paper presented at the Argentine Statistics Colloquium of SAE, Tucumán, Argentina.
  • Osinski, J. (1988). Environmental and quality control in IBM Americas Group Plants. Paper presented at the World Bank, Washington, DC, USA.
  • Osinski, J. (1984). Products design materials and failure analysis symposium. Paper presented at IBM Poughkeepsie, NY, USA.
  • Osinski, J. (1998–present). Benchmarking, knowledge management, QFD. Lectures at FUNDECE and IPACE seminars.
  • Osinski, J. (1998). Suppliers in the quality chain. Paper presented at the Quality for Competitiveness Conference, Buenos Aires, Argentina.

4.3 Featured Conferences:

Participation in ASQ (American Society for Quality), and at the International Conference “Responsible Organizations in a Global Context” at Georgetown University. Presentations at the World Bank and Fundibeq, focusing on the integration of AI in quality management.

Gabrie Urchipia, Universidad del Salvador

He is an Ontological Coach (ICF), ICI Coach (m.35101), and CCE-ICF Coach. He is currently a professor and researcher at the University of Salvador (USAL), where he teaches Change Management, Ethics, and Social Responsibility in the graduate program in Leadership and Organizational Coaching. He also teaches Innovative and Entrepreneurial Management, Organizational Theory, and Organizational Psychology courses at the University of Buenos Aires (UBA). Additionally, he facilitates workshops and executive courses at the School of Business and Government of the Americas (UdeMM).

He graduated with a degree in Naval Systems and a degree in Operational Research, and he holds a Master’s in Business Administration (MBA) obtained in the United States. He retired as a Rear Admiral in 2013. Between 2016 and 2017, he served as the National Director of Science and Technology at the Ministry of Defense, having previously worked as an advisor in the Argentine Senate and as a member of the board at the Buenos Aires Institute of Technology (ITBA).

He taught the Strategic Planning course at the Buenos Aires Police Institute (ISSP) and is a facilitator and consultant for Franklin Covey Argentina. He has delivered workshops and courses on “The 7 Habits of Highly Effective People,” “Five Choices for Extraordinary Productivity,” “Trust,” “Six Practices for Leading Teams,” “The 4 Essential Leadership Roles,” “Effective Project Management,” and “The 4 Disciplines of Execution,” in various public and private organizations at both national and international levels.

His training as a coach has been updated in the areas of executive coaching, agile methodologies, emotional intelligence, and middle management leadership. As a Principal Researcher at USAL, he has participated in research on Knowledge Management in organizations, Global Leadership and Organizational Coaching, Leadership and Crisis Management, Intellectual Capital Leadership, Innovation and Creativity, Ethical and Moral Dilemmas, Talent Management of New Generations, Women's Leadership and Personal Development, New Management Skills in the Era of Singularity, and Sustainability of Changes Generated by Virtualization in Graduate Programs in the Wake of the COVID-19 Crisis, as well as Organizational Agility in the Post-Normality Era.

Conducted Research
  • Knowledge Management in Organizations.
  • Global Leadership and Organizational Coaching.
  • Leadership and Crisis Management in Organizations.
  • Intellectual Capital Leadership within Organizations.
  • Innovation and Creativity in Organizational Management.
  • Ethical and Moral Dilemmas in Organizational Management.
  • Talent Management of New Generations in Organizations.
  • Women’s Leadership and Personal Development.
  • New Management Skills in the Era of Singularity.
  • Sustainability of Changes Generated by Virtualization in Graduate Programs in Response to the COVID-19 Crisis.
  • Organizational Agility in the Post-Normal Era.
Scientific Production

Final Reports

  • "Knowledge Management in Organizations" – Research at USAL.
  • "Global Leadership and Organizational Coaching" – Research at USAL.
  • "Leadership and Crisis Management in Organizations" – Research at USAL.
  • "Intellectual Capital Leadership within Organizations" – Research at USAL.
  • "Innovation and Creativity in Organizational Management" – Research at USAL.
  • "Ethical and Moral Dilemmas in Organizational Management" – Research at USAL.
  • "Talent Management of New Generations in Organizations" – Research at USAL.
  • "Women’s Leadership and Personal Development" – Research at USAL.
  • "New Management Skills in the Era of Singularity" – Research at USAL.
  • "Sustainability of Changes Generated by Virtualization in Graduate Programs in Response to the COVID-19 Crisis" – Research at USAL.
  • "Organizational Agility in the Post-Normal Era" – Research at USAL.
Books and Articles
  • Vassallo, J. R., Urchipia, G., & Lopez, A. (2024). Organizational Agility. Editorial Autores de Argentina.
Crossref
Scopus
Google Scholar
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