How to Build an AI Document Filing System

This ai document filing and organization system classifies documents and routes them to the right folder automatically. I use it to keep 10,000+ files organized without manual sorting.

What You Need Before Starting

• Python 3.8+
• Claude or GPT API key
• python-docx or PyPDF2 installed
• Storage system (local or S3)

Step 1: Set Up Document Processing

Build the foundation for document filing.

import os
import json
from datetime import datetime

def init_doc_system(base_dir):
    os.makedirs(os.path.join(base_dir, "inbox"), exist_ok=True)
    os.makedirs(os.path.join(base_dir, "processed"), exist_ok=True)
    os.makedirs(os.path.join(base_dir, "archive"), exist_ok=True)

    import sqlite3
    conn = sqlite3.connect(os.path.join(base_dir, "documents.db"))
    conn.execute("""CREATE TABLE IF NOT EXISTS documents (
        id INTEGER PRIMARY KEY AUTOINCREMENT,
        filename TEXT, doc_type TEXT, status TEXT,
        metadata TEXT, processed_at TEXT
    )""")
    conn.commit()
    return conn

Step 2: Process Documents

Extract content and metadata from incoming documents.

def process_document(file_path):
    ext = os.path.splitext(file_path)[1].lower()
    if ext == ".pdf":
        import PyPDF2
        with open(file_path, "rb") as f:
            reader = PyPDF2.PdfReader(f)
            text = "\n".join(page.extract_text() for page in reader.pages)
    elif ext == ".docx":
        import docx
        doc = docx.Document(file_path)
        text = "\n".join(p.text for p in doc.paragraphs)
    else:
        with open(file_path) as f:
            text = f.read()
    return {"filename": os.path.basename(file_path), "text": text, "ext": ext}

Step 3: Analyze with AI

Use Claude to classify, tag, or review the document.

import anthropic

def analyze_document(doc_data):
    client = anthropic.Anthropic()
    message = client.messages.create(
        model="claude-sonnet-4-20250514", max_tokens=1500,
        messages=[{"role": "user",
            "content": f"Analyze this document and provide: 1) Document type 2) Key data points 3) Summary\n\n{doc_data['text'][:3000]}"}])
    return message.content[0].text

Step 4: Route and Store

Move processed documents to the right location.

import shutil

def route_document(doc_data, analysis, base_dir, conn):
    doc_type = extract_type(analysis)
    dest_dir = os.path.join(base_dir, "processed", doc_type)
    os.makedirs(dest_dir, exist_ok=True)

    dest_path = os.path.join(dest_dir, doc_data["filename"])
    shutil.move(doc_data["original_path"], dest_path)

    conn.execute(
        "INSERT INTO documents (filename, doc_type, status, metadata, processed_at) VALUES (?, ?, ?, ?, ?)",
        (doc_data["filename"], doc_type, "processed", analysis, datetime.now().isoformat()))
    conn.commit()

Step 5: Monitor and Report

Track processing stats and flag issues.

def daily_report(conn):
    stats = conn.execute("""
        SELECT doc_type, COUNT(*), MAX(processed_at)
        FROM documents WHERE processed_at >= date('now', '-1 day')
        GROUP BY doc_type
    """).fetchall()

    report = "Daily Document Processing:\n"
    for doc_type, count, last in stats:
        report += f"  {doc_type}: {count} documents (last: {last})\n"
    return report

What to Build Next

Add retention policies. Auto-archive old documents and flag retention limits.

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