Third-party management system: how is AI revolutionizing the process? 

A third-party management system with artificial intelligence automates document validations, sends expiration alerts, analyzes risks and blocks irregular access. This reduces human error, increases traceability, guarantees compliance and brings greater security and productivity to companies with a high flow of contractors.

Anyone who manages many contractors knows that manual control is a real challenge. In large operations, the third-party management system tends to involve spreadsheets, endless email exchanges and manual checks that take up time and leave gaps for errors.

If a document expires without being updated, if a provider accesses the company without being regularized or if the team can't track everything in time, the risks accumulate. Compliance, security and productivity are compromised.

But the good news is that artificial intelligence (AI) is completely changing this scenario. And it's how it's revolutionizing this process that we're going to talk about now. Read on for more information!

What are the challenges of manual third-party management?

Before understanding the transformation that AI brings, it's worth remembering why the traditional model doesn't work well for complex operations.

When everything is done manually, the chances of errors increase. A simple delay in updating a certificate can lead to problems with audits or even legal risks. What's more, reviewing document by document is a slow job, consuming hours from entire teams.

Another critical point is the lack of real-time visibility. Managers need to know who is authorized to access the facilities, but end up relying on mismatched information. And in scenarios with a high turnover of providers, the risk of allowing non-compliant access is even greater.

In other words, manual processes bring more bureaucracy, rework and insecurity, leaving the operation vulnerable.

How does AI applied at Rainbow revolutionize this process?

Now imagine that all this control is done without having to rely on human conferences. This is exactly what artificial intelligence brings to the management of management.

In solution Rainbowsolution, the AI automatically validates each document sent by the supplier. It can read, interpret and verify that the file meets the requirementsflagging inconsistencies immediately and eliminating time-consuming manual analysis.

What's more, the AI monitors expiration dates and triggers alerts before any document expires. If the provider doesn't update the documentation, the system automatically blocks access, preventing anyone irregular from entering the company.

In addition, artificial intelligence contributes to risk analysisby tracking the provider's entire history and ensuring more reliable information. All of this is integrated with corporate systems such as ERP and physical access control, guaranteeing total visibility in real time.

What are the functionalities of artificial intelligence in practice?

Want to see how it works in everyday life? Check out the main functionalities that AI offers in the management system!

Automatic document reading

One of the main features is automatic document reading. The AI extracts essential information, such as expiration dates, licenses and certificates, without the need for manual checking. This saves time and eliminates human error.

Instant validation

This is followed by instant validation. The system compares the information captured with the criteria required by the company and identifies any inconsistencies within seconds. If something doesn't conform, the manager is notified immediately.

Proactive alerts

In addition, AI sends proactive alertswhenever a deadline is about to expire. This way, the company can act before the situation becomes irregular, keeping everything up to date at all times.

Blocking non-compliant access

If a provider has documentation or incorrect documentation, the system automatically blocks access accessespreventing them from entering the company until the situation has been rectified.

Integration with physical access control

Another differential is integration with physical access controlconnecting to turnstiles, gates and biometric readers to release only those who are up to date with requirements.

Reports and complete traceability

Finally, AI generates complete reports and full traceabilityand full traceability, bringing together dashboards and detailed histories that facilitate audits and support strategic decisions.

With these functionalities, AI acts as a "digital guardian"ensuring that only those who are 100% regularized pass through the company's doors.

What are the benefits for companies that use AI in third-party management?

The gains go far beyond automation. By adopting a third-party management system with artificial intelligence, companies can achieve results such as those seen below.

Check out more details! 

Greater legal certainty

One of the main benefits is enhanced legal certainty. Since IA keeps all documentation up to date and in compliance with legal requirements, the company avoids fines, labor lawsuits and other problems that could arise due to failure to comply with regulations.

Increased productivity

In addition, there is a significant increase in productivityas the team no longer has to waste time on repetitive tasks, such as manually checking documents. As a result, professionals can focus on more strategic activities of greater value to the business.

Compliance guaranteed

Another important gain is the compliance. All documents are organized, up-to-date and easily traceable, ready for any audit or inspection, which gives managers much more peace of mind.

Real-time visibility

AI also provides real-time visibilityshowing on dashboards who is authorized to access the facilities and who still needs to regularize their situation. This level of control facilitates decision-making and reduces operational bottlenecks.

Less operational risk

Finally, there is a significant reduction in operational riskssince artificial intelligence itself automatically blocks irregular access, eliminating human errors that could compromise the company's security.

For companies with a high flow of contractors, this means more control, peace of mind and operational efficiency.

The manual model of third-party control no longer keeps up with the complexity of large companies. Technology has become essential to guarantee processes. By adopting a third-party management system with artificial intelligenceyou can automate everything from document validation to blocking non-compliant access!

Want to simplify the way your company manages third parties? Contact Rainbow Tecnologia and see how we can revolutionize your process.