Case Study - Unlocking the Power of an Orgnization’s Documents

What if your organization had the ability to reliably read every single document it owned, no matter where it was stored?

Shared drives, employee laptops, forgotten thumb drives tucked away in IT closets, email inboxes, and more—all scanned, analyzed, and understood by an advanced system. What if that system could extract actionable information about the inner workings of your organization, turning unstructured chaos into clear insights? How would that change the way you operate?

Could you finally eliminate inefficiencies caused by silos? Imagine no longer chasing down critical files spread across disconnected systems. Instead, your team could access everything they needed, instantly, in a unified platform. Cross-departmental initiatives would be streamlined, as teams could leverage insights from documents they didn’t even know existed. Would your decision-making improve if you could analyze patterns and trends in real time, supported by the full breadth of your organizational knowledge?

What if you could identify gaps in compliance, contracts nearing expiration, or operational inefficiencies hidden in forgotten documents? Could you reduce risk by proactively addressing these issues rather than reacting to crises? Would you uncover opportunities to renegotiate better vendor terms, or spot early signs of internal process bottlenecks that cost time and money?

Think about how the clarity this capability offers could empower strategic initiatives. Could your sales team respond faster to RFPs by instantly identifying similar past projects? Would your HR team identify recurring themes in employee feedback to improve culture and retention? Could your legal team reduce exposure by auditing contract terms at scale? How would being proactive rather than reactive transform your organization’s trajectory?

The ability to read and understand every document creates a future where your business doesn’t just run—it thrives.

What could you achieve with a system that turns every document into an opportunity for insight?

The Problem

A federal government subcontractor faced a significant challenge in managing its vast and disorganized document ecosystem. Critical information was buried within over 100,000 files stored across multiple instances of disparate platforms—including OneDrive, SharePoint, employee laptops, and legacy systems. These documents, including contractual agreements, emails, scanned forms, and PDFs, lacked standardized metadata, making it nearly impossible to retrieve accurate information on demand. Duplicate versions and incomplete records further hampered compliance, legal audits, and operational workflows.

The inability to reliably locate and interpret important documents—such as identifying which parties were named in a subcontractor agreement—posed a high operational risk and wasted thousands of hours across departments.

The Solution

Vivanti implemented a Document AI solution leveraging the Snowflake AI Data Cloud and Cortex LLM functions to unify, analyze, and operationalize this unstructured data landscape. The system included:

1. A curated file pipeline that connected to decentralized sources (e.g., OneDrive, SharePoint, laptops) and performed binary and textual de-duplication, ensuring clean and lean document sets .
2. Intelligent entity and metadata extraction, such as identifying the parties named in a contract, the effective dates, and the department of origin, via a dynamic question hierarchy .
3. Semantic search capabilities powered by vector embeddings and retrieval-augmented generation (RAG), enabling users to query documents using natural language (e.g., “contracts with a confidentiality clause”) and get contextually relevant answers .
4. An intuitive application interface that provided centralized access, governed workflows, and automated document classification—all orchestrated within the Snowflake platform.

The Outcomes

We delivered several transformational capabilities:

• Full document search capability at scale: Employees could query across the entire document corpus using everyday language, dramatically reducing time spent locating relevant files.
• Improved compliance and risk posture: The organization could now automatically identify and monitor sensitive contract terms, expiry dates, and stakeholder names—improving legal defensibility and regulatory readiness.
• Centralized document intelligence: All document knowledge was consolidated in a governed Snowflake repository, allowing for trending, pattern recognition, and real-time insights across departments.
• Operational efficiency: The removal of duplicate files, combined with metadata-rich search, eliminated manual work and re-creation of documents, boosting productivity across business functions.