Document automation is an important step toward better data analysis and business intelligence
People have been keeping track of business transactions on physical objects for at least 5,000 years. It’s no surprise that we haven’t been quick to leave these practices behind. However, each piece of paper that an organization creates and stores requires proper steps for handling and processing. That goes for whether you’re taking these documents in or sending them out.
Document automation done right makes information management across your enterprise easier, faster, and more accurate. Here, we’ll explain what makes an effective digital automation workflow and how to build one that gets results.
What is document automation?
Document automation is the intake, processing, and routing of documents at scale. For many organizations, this process will begin with a document scanner used to digitize paper documents, though it could also be performed on documents that were digital to begin with.
The document automation process begins by tagging the types of documents your organization uses. For instance, you may have an order form that includes fields for the client’s address and the total value of the transaction. By defining the location of those fields and associating which ones are used in particular document types, you enable your document automation solution to know what the document is, what key information it contains, and where it should go. Then, it can route those documents to the appropriate location for storage or further review.
Document automation can be an indispensable aid for organizations that wish to undergo a digital transformation.
Did You Know?:Ricoh has helped businesses across many industries automate their document processes. Click here to learn more.
Why is document processing automation important?
Document automation is one of the most effective ways to turn large volumes of physical files into electronic counterparts.
If your document automation process can handle multiple different types of documents at once, it becomes an even more potent solution. For instance, PaperStream Capture Pro can identify up to 100 different types of documents in a single batch and intelligently route them based on their metadata. That means an employee can pick up a large stack of unorganized documents, feed them into a high volume scanner, and let the software ensure they go where they need.
Industries that tend to store client data in file cabinets’ worth of paper have a lot to gain through document automation. One notable example is law offices. They leverage large amounts of physical paper for motions or case law. It takes space and time to sort and maintain those records. Another is healthcare. Their physical charts and patient forms are similarly space and labor-intensive.
Regardless of the field, document automation allows information to be digitized quickly and accurately. This information is, in turn, much more accessible than it was before, enabling faster and better decision-making across organizations. On top of that, employees who would have had to process documents manually end up with more time to work on tasks that benefit from their personal attention. Physical record rooms or warehouses can be reduced or outright eliminated, lessening costs and potential security concerns.
Compared to manual work, document automation can also reduce errors. Using the same processes and standards for each item means less risk of oversight. For instance, modern OCR is well-suited for indexing documents.
How do I build a business document automation workflow?
To reap the benefits, you need the right tools. First, determine the quantity of physical documents you’re working with. If your business handles thousands of documents every week, you may need a high-volume scanner. You will also need scanner software that’s up to the task of processing and organizing all those digitized files.
Look for document automation tools that reduce busywork as much as possible while allowing you to customize the end result. It’s also essential to select tools and software that are compatible with other productivity software. This way, you can ensure the end result is as consistent as possible across your organization while minimizing disruption to existing processes.
After you’ve decided which software and hardware to implement, training is the next step. Your goal should be to democratize these tools so all employees can participate in the business document automation process. Everyone should feel empowered to carry out their role in the system and know where to go if they have any questions.
Did You Know?:The RICOH fi-8170 scanner comes with PaperStream software, which boasts sophisticated OCR features. With scanning speeds of up to 70 double-sided pages per minute, your business could digitize thousands of documents per workday. Click here to learn more.
Our recommendation: PaperStream Capture Pro
Your business may process hundreds or thousands of documents every day. Yet every page plays an essential role in your business's future. You deserve a tool that can help make document processing automation easier and more effective. At Ricoh, we’re ready to help.
PaperStream Capture Pro is, in our opinion, the best way to tackle digitization challenges. It allows organizations to automate their data entry workflows by extracting data from preset fields and linking them to the correct workflow. With automated form processing (including automatic extraction of hand-print from form fields) and streamlined quality control, it’s the cure to your document handling headaches.
Watch our webinar on elevating document management to learn more.
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