Aiida enables intelligent, compliant contract management at Collectum
Collectum is a Swedish organization that administers collectively agreed occupational pensions and operates in a highly regulated environment with strict requirements for information security. To strengthen its contract management, Collectum implemented Aiida, an AI-powered solution that digitizes, security classifies, and analyzes contracts. Aiida has enabled structured metadata extraction and made all IT-related contracts searchable, improving traceability, compliance, and visibility while reducing manual handling and operational risk.
Agentic workflows, AI-driven Contract Intelligence, and Automated Classification powered by 
Aiida.
The Challenge
Collectum administers collectively agreed occupational pensions in a highly regulated environment with strict requirements for security, compliance, and traceability. Managing large contract volumes across multiple business areas required manual effort, fragmented storage, and limited visibility, creating challenges in compliance and risk management. Collectum therefore needed an intelligent solution to interpret contract content and enable proactive, scalable contract management.
Our Solution
To address these challenges, Collectum implemented Aiida, an AI-powered solution designed to digitize, classify, and analyze contracts automatically. Aiida was deployed to read and interpret existing and newly signed agreements, extracting relevant metadata according to a predefined structure. By applying AI-driven document intelligence, Aiida transformed previously unstructured contract documents into searchable, structured, and traceable data. This shift reduced manual handling and established a consistent approach to contract management across the organization.
Seamless Integration and Continuous Learning
Aiida is delivered to Collectum via Olmia and integrates seamlessly with existing systems and authorization structures. When a contract is signed using Assently, Aiida automatically processes the document within seconds, reading the full content, extracting metadata, and making the contract immediately searchable.
Aiida continuously evolves as new data sets and metadata requirements are introduced. Its ability to adapt to changing needs allows Collectum to extend AI-driven contract intelligence across multiple business areas without altering underlying workflows.
Impact on Business Operations
The implementation of Aiida has significantly improved how contracts are accessed, managed, and followed up. Contract owners now benefit from faster access to the right information, improved overview, and reduced administrative effort.
Aiida enables automated notifications and alerts for critical events such as upcoming contract expirations or regulatory obligations. This proactive approach allows users to act in time, for example during renegotiations while maintaining full traceability and control.
The result is a more efficient workflow, reduced dependency on manual processes, and improved confidence in the accuracy and security of contract data.
Economic Benefits
By automating contract analysis and classification, Collectum has achieved several measurable benefits:
- Reduced manual handling and administrative workload
- Lower operational risk through automated classification and traceability
- Improved efficiency in contract follow-up and compliance activities
These efficiencies free up time and resources that can be redirected toward higher-value tasks.
Strategic Advantages
Beyond operational improvements, Aiida has delivered clear strategic value:
Stronger Compliance and Risk Management Automated classification, logging, and metadata extraction strengthen internal controls and support regulatory compliance.
Scalability Across the Organization Aiida can interpret contract content regardless of business area, enabling a consistent approach to contract management across units.
Improved Transparency and Visibility Full-text indexing and structured metadata provide greater insight into contract portfolios, even in long-term relationships with large volumes of agreements.
Conclusion
By implementing Aiida, Collectum has taken a significant step toward AI-driven contract intelligence. The solution has modernized contract management by replacing manual processes with automated analysis, proactive follow-up, and scalable compliance support.
This case demonstrates how AI-powered document intelligence can strengthen control, reduce risk, and improve efficiency in highly regulated organizations while creating a future-ready foundation for intelligent information management.
The Impact
Improved compliance and risk control
AI-driven classification, traceability, and structured metadata strengthen internal controls and reduce the risk associated with manual processes and information loss.
Reduced operational effort
Automation of contract digitization, classification, and metadata extraction has significantly reduced manual handling and administrative workload, allowing resources to be allocated more efficiently.
Proactive contract management
Automated alerts and notifications enable timely actions, such as renewals and compliance follow-ups, improving oversight and operational reliability.
Increased user satisfaction
Faster access to accurate, searchable contract information and reduced manual work have improved the daily experience for contract owners and stakeholders across the organization.
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