How iDox.ai Privacy Scout Reduces 80% of Manual Document Review Work

A single overlooked SSN can trigger $2.5M in penalties. Is your team’s ‘thorough’ review actually thorough? This stark reality shows the immense pressure many organizations are under to safeguard private data.

For years, manual document review has been the standard with legal, compliance, and risk management teams dedicating countless hours to sifting through documents in search of Personally Identifiable Information (PII) and Protected Health Information (PHI).

Besides being labor intensive(often exceeding 60 hours per month even for moderate-sized teams), manual review is prone to human error, with error rates estimated to be as high as 20%.

Fortunately, there are now digital solutions to reduce these errors and review documents efficiently. iDox.ai Privacy Scout is an AI-powered PII detection tool that cuts the human effort in document review by a staggering 80%. Keep reading to learn how.

The Manual Review Trap

Relying on manual document review has created a significant bottleneck for many organizations in different industries. It’s not only a time-consuming process but also an error-prone one that leaves teams vulnerable to serious mistakes.

Lawyers and compliance officers spend tons of time reviewing the same NDAs, contracts, and audit materials instead of focusing on important legal strategies that could benefit their clients.

Additionally, when the fatigue kicks in, they’re likely to overlook some details like scanned handwritten notes, hidden metadata, or misspelled names. These aren’t simple mistakes, they’re risks that could attract GDPR and HIPAA fines or even ruin the organization’s reputation. As a result, many organizations are working to reduce manual redaction in their document review procedures.

iDox.ai Privacy Scout’s AI Engine

iDox.ai Privacy Scout uses the power of sophisticated Artificial Intelligence to automate and greatly accelerate the process of document review. Its highly evolved AI engine processes information through a multi-step process to determine and oversee sensitive data at unparalleled speed and precision.

The initial stage is discovery. In contrast to human reviewers, who might spend weeks sifting through thousands of documents, iDox.ai Privacy Scout can process massive data repositories in minutes. These involve an extensive variety of documents such as common office files, unstructured data in complex data formats, and even scanned PDFs, which tend to be difficult for conventional review. The AI engine automatically parses through such files, readying them for extensive research.

Detection follows. iDox.ai Privacy Scout is trained uniquely to recognize a broad variety of PII and PHI beyond keyword searching. Its algorithms can recognize context and patterns so that they can identify sensitive information even when data isn't clearly marked. This involves recognizing social security numbers, credit cards, medical information, and other sensitive information, even within unstructured data and photographs.

iDox.ai Privacy Scout’s most outstanding feature is its context-based AI. While generic AI products can get bogged down in industry jargon, iDox.ai Privacy Scout is trained in massive repositories of legal and medical documents. This enables it to pick up on language nuances specific to those domains, resulting in more accurate identification of information and minimal false positives or lost data.

Protecting Data in the Age of Generative AI

One of the most urgent new threats in data privacy is the accidental exposure of sensitive information to generative AI tools, like large language models (LLMs). iDox.ai Privacy Scout proactively prevents these unintentional data leaks by identifying and redacting sensitive content before it can be ingested or shared with GenAI-powered platforms.

Whether you're using tools like Microsoft Copilot, Google Gemini, or ChatGPT integrations, Privacy Scout ensures that confidential data, including PII, PHI, and business-sensitive terms, is automatically flagged and protected. This gives compliance teams the peace of mind that they're not just detecting violations after the fact, but actively stopping them in real time.

The 80% savings breakdown

The 80% reduction in manual document review work is not just a marketing statement; it's an actual outcome of iDox.ai Privacy Scout’s automation. The best way to appreciate this is by looking at an example of the average contract review process:

• Manual Process: In the past, an attorney would spend about 10 hours analyzing one complex contract, reading each clause carefully, and manually removing any PII found.
• iDox.ai Privacy Scout Process: With iDox.ai Privacy Scout, the process is much simpler. The AI can scan the same contract in about 2 hours, identifying and highlighting all PII instances automatically. This frees the attorney to conduct an intensive audit in about 30 minutes to confirm the AI's results and make any final decisions. This is 7.5 hours, or 75%, saved for one contract review.

The combined effect of these savings over many documents and projects is significant. Look at the following examples of real-life situations:

• Law Firm X: In a recent M&A due diligence exercise, the firm needed to review tens of thousands of Non-Disclosure Agreements (NDAs). Manually, this exercise would have taken weeks, possibly holding back the whole process. With iDox.ai Privacy Scout, however, they were able to achieve the initial review in three days, speeding up the process exponentially and earning an essential competitive edge.
• Hospital Y: Preparing for HIPAA annual audits used to take considerable manual labor to find and redact patient data in various programs. This endeavor alone ran as high as $50,000 in time and labor. With the use of iDox.ai Privacy Scout, the hospital was now able to automate much of this work, saving an estimated $50,000 annually in audit preparation.

Applications to Different Industries and Sectors

iDox.ai Privacy Scout can be used in different ways, so it is an asset for all departments and industries:

• M&A Due Diligence: Quickly scan thousands of NDAs, agreements, and other documents to detect possible privacy risks and exposures to liability in mergers and acquisitions.
• Regulatory Response: Automatically generate documents for GDPR “right to erasure” requests by rapidly identifying and redacting all data regarding an individual.
• Internal Audits: Systematically search internal repositories such as SharePoint and Slack for non-compliant files holding sensitive information, allowing organizations to spot and fix potential vulnerabilities.
• Data Subject Access Requests (DSARs): Search and aggregate all personal data concerning a data subject in an efficient manner, making the process of DSAR easier while complying with privacy regulations.
• Litigation and eDiscovery: Identify and redact sensitive data in large quantities of documents in litigation and eDiscovery operations, saving expenses and speeding up timelines.

Why Competitors Fall Short

While other document review automation tools exist, iDox.ai Privacy Scout offers key advantages that set it apart from generic solutions:

Review Documents Faster and More Efficiently

iDox.ai Privacy Scout reduces the hassle of manual document redaction, allowing your team to focus on what truly matters: strategic thinking, client relationships, and proactive risk management. See how it works and experience the 80% reduction in manual work firsthand. Schedule a demo today!