Systems and methods for converting documents with media into ai-ready and machine-readable formats

A method for searching for target media data using one or more key words, the method comprising:

• receiving, by a large language model with an agentic RAG system, a query to search for the target media data based on the one or more key words;
• prompting, by the large language model with the agentic RAG system, a media agent with the query and instructions to search for the target media data by performing the operations of:
• directing a retriever tool to search a converted documents database for alt text that aligns with the one or more key words, the converted documents database having a plurality of converted documents, wherein each converted document includes text in a machine readable format, a media reference, and alt text, wherein the media reference references extracted media data extracted from an original document during conversion of the original document to the converted document, and wherein the alt text is text that describes the extracted media data;
• receiving the media reference corresponding to the alt text that aligns with the one or more key words;
• searching a database for media data that matches the media reference;
• and
• outputting a path to the media data that matches the media reference;
• and
• outputting, by the large language model with the agentic RAG system, a response to the query, the response comprising the path to the media data.

A document conversion system comprising:

• an automated alternative (alt) text service comprising a vision language model configured to, when prompted with a prompt and media data, generates alt text for the media data, the alt text comprising text describing the media data;
• a document conversion service configured to convert a document from an input format to a machine-readable format by performing the operations of:
• inputting a document page of the document into a converter configured to convert text in the document page from the input format to the machine-readable format to yield a converted text page and to extract media data from the document to yield extracted media data;
• inputting the extracted media data into the automated alt text service to generate extracted alt text;
• receiving the extracted alt text;
• generating a media reference that comprises a path to the extracted media data;
• inputting the extracted alt text and the media reference into a location in the converted text page where the corresponding extracted media data was extracted;
• storing the converted text page with the extracted alt text and the media reference in a converted document.