Extract, classify, and analyze data from your documents with the power of machine learning
Automation is critical to today’s workforce. Organizations are asked to do more with less, and they need to act as efficiently as possible.
One way to ease this burden is by taking all the documents people use — customer records, emails, physical mail, and so forth — and making them instantly accessible to a global workforce. Intelligent document processing (IDP) can help make that happen, elevating your employee’s productivity levels while improving your bottom line.
If you’ve ever asked what is intelligent document processing and how it could benefit your organization, you’re in the right place. Here, we’ll dive into the technology behind IDP solutions and how they can make your business more efficient.
Looking for more information about intelligent document processing? Our Comprehensive Guide to Intelligent Document Processing can answer your questions.
What is intelligent document processing?
Intelligent document processing is the automated process of extracting data from digital documents (like text files, emails, and PDFs) and physical paperwork and organizing it into destinations and workflows that put data to work for businesses.
IDP platforms can integrate with an organization’s current tools and processes. Many IDP solutions use artificial intelligence to enhance the product, which is why you sometimes see “document AI” being used as an intelligent document processing definition.
Organizations of any size and industry can benefit from implementing an IDP solution. Here’s one practical example: Imagine that you work for a healthcare clinic that sees hundreds of patients every day. When new patients arrive, they need to fill out a paper intake form, which a member of the office would then enter into the computer by hand. They might also have records from another health care provider sent over electronically. That information would also have to be added to their file.
With an IDP, all a clinician needs to do is scan the documents and the information is integrated into their systems. The IDP automatically extracts the text and places the information into relevant databases. Everything from current vitals, prescriptions, pain levels, immunizations, and other patient details is organized according to the clinic’s specific workflows. With this system in place, these clinics can ensure that doctors and nurses can easily access the information they need to provide the best quality care for their patients.
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The technology that powers intelligent document processing
Basic automation technology is essentially a series of if/then statements — if this action happens, then do this. Document AI takes this automation a step further. It uses a suite of technologies designed to extract information and make smart decisions with that data.
- Optical character recognition (OCR) can convert images of text into a format that your computer can use. For example, if an employee sends you a picture of a receipt they took with their phone camera, OCR will allow you to copy line items and cost amounts from the image and paste them into a spreadsheet as if it were a text document. IDP solutions take OCR a step further, automatically pulling this data and placing it into digital systems — including harder-to-parse text like handwriting.
- Natural language processing (NLP) is an AI-powered tool designed to analyze human language in text and audio. IDP solutions use NLP to properly classify and organize the information they ingest to make it easily accessible to end users.
- Computer vision is another AI-powered tool that can recognize people or objects in images or videos. For example, a computer vision-enabled IDP solution could automatically tag every photo featuring the company's CEO. Then, when a user searches for the CEO’s name, those photos will appear in the search results.
- Generative AI is starting to show up in modern IDP solutions. This tool relies on large language models to generate text based on user requests. In this context, employees could ask generative AI to analyze a specific subset of documents and request a report. For example, you could ask it to analyze years of invoices to determine which months generate the most revenue. Rather than output this data in a complex table, the generative AI would display the answer in plain language that’s easy to understand.
How does intelligent document processing work?
According to Ricoh partner Automation Anywhere, a typical IDP will follow several steps to get information from your physical documents into your digital workflows.
- Pre-processing cleans up the scanned document to maximize accuracy.
- Intelligent document classification examines each document to determine its context. It then tags the document to make it easily searchable.
- Data extraction pulls data from the documents or images.
- Domain-specific validation determines the business context of the extracted data and applies it to the relevant form field or system.
- Human-in-the-loop validation improves machine learning accuracy by analyzing how users manipulate and verify data within IDP solutions.
The benefits of intelligent document processing
IDP solutions offer numerous benefits, including:
- More efficient processes: Automation reduces the time it takes to import data into critical systems to seconds and makes time-consuming manual data entry virtually obsolete.
- Greater data accuracy: Automated data extraction removes human error from the equation and improves the quality of information.
- Scalability: As the amount of paperwork you have to process grows, your IDP can grow alongside it. You can process more documents and make information available to more employees and customers without hiccups.
- Increased customer satisfaction. Faster processes and greater accuracy mean more opportunities to serve your customers better. Plus, digital notifications offer instant access to the information customers need — no more waiting for mail or a phone call.
- Cost savings: All of these benefits combine to reduce the time and effort you spend on processing information, saving your organization money in the long run.
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Work smarter, not harder, with Ricoh
Intelligent document processing is the key to building a more efficient business engine — and no one understands automation more than Ricoh. We’ve spent decades connecting businesses all over the world with award-winning document scanners and third-party technology partners to help them make their digital transformation a success.
Download our free ebook today to learn how document automation can unlock your company’s full potential. If you’re ready to implement an IDP solution, get in touch. We’ll help you find one that meets your needs.
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