AI Filing System

An intelligent document filing system that automatically categorizes and organizes your PDF documents using AI. It can process scanned documents using OCR and then use AI to determine the appropriate filing location.

It can use local llms via Ollama or remote llms via OpenAI.

Great for just using your phone camera to scan documents to a cloud folder and then have it automatically filed away by AI.

Features

• 🤖 AI-powered document classification
• 📄 OCR for scanned documents
• 📁 Automatic file organization
• 📝 Smart filename generation
• 📋 Document summarization
• 🔄 Support for both local (Ollama) and cloud (OpenAI) AI models

Prerequisites

• Python 3.13 or higher
• Tesseract OCR
• Ollama (optional, for local AI)
• OpenAI API key (optional, for GPT models)

Installation

1. Install Tesseract OCR:

   brew install tesseract
   

2. Install Ollama (optional, for local AI):

   curl https://ollama.ai/install.sh | sh
   

3. Create and activate a virtual environment using uv:

   pip install uv
   uv venv
   source .venv/bin/activate
   

4. Install dependencies:

   uv pip install -e .
   

Configuration

Create a configuration file at ~/.config/aifiler with your settings:

watch_folder = /path/to/incoming/documents
dest_folder = /path/to/filing/system
model = llama3.1:8b  # or 'openai' for GPT models
openai_api_key = your-api-key # only if using OpenAI
debug = false

Any of the settings can be overridden/set by environment variables.

Usage

Run the script manually:

python -m ai_filer

Setting up as a Cron Job (MacOS)

1. Create a shell script to run the filing system (e.g., run_filer.sh):

   #!/bin/bash
   export PATH="/usr/local/bin:/usr/bin:/bin:/usr/sbin:/sbin"
   
   # If using homebrew's poppler
   if [ -d "/opt/homebrew" ]; then
      export PATH="/opt/homebrew/bin:$PATH"
   fi
   
   cd /path/to/ai_filer
   source .venv/bin/activate
   python -m ai_filer
   

2. Make the script executable:

   chmod +x run_filer.sh
   

3. Open your crontab:

   crontab -e
   

4. Add a cron job to run every day at 12:00:

   0 12 * * * /path/to/run_filer.sh >> /path/to/logFile.log 2>&1
   

File Organization

The system organizes files into categories like:

• Tax/Council Tax
• Bills/Utilities
• Medical
• Insurance
• etc.

Files that can't be categorized are moved to an "Unsorted" directory for manual review.

Logging

Logs are written to the logs subdirectory of your watch folder in a structured format. You can monitor the filing system's activity with:

tail -f /path/to/watch_folder/logs/processing_log_YYYY-MM.log

Troubleshooting

• Ensure Tesseract is properly installed and in your PATH
• Check the logs for detailed error messages
• Verify file permissions on watch and destination folders
• If using Ollama, ensure the service is running
• For OpenAI, verify your API key is correctly set