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A comprehensive guide to intelligent document processing

Scanner Guide

A Comprehensive Guide to Intelligent Document Processing

Learn what intelligent document processing is and what it can do for your company

Every business needs data to make good decisions. In many cases, they already have more data than they realize — it’s just locked in paper documents and other forms that make it hard to access. That’s where intelligent document processing (IDP) comes in. With the right solutions and applications, intelligent document processing can help your organization do more with the data it already has while eliminating bottlenecks. It can put the power of AI to work for your business while enhancing the strengths of your human workforce. Here’s how.

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Intelligent document processing: What it is and how it works

Intelligent document processing is an automated method of extracting data from documents and then organizing it into systems. It’s usually offered in the form of software that can integrate with productivity tools. AI integrations allow IDP to handle a wide array of materials with minimal oversight.

    Benefits of intelligent document processing

  • Better data accuracy
  • More scalable solutions
  • Reduced costs

3 pieces of tech behind intelligent document processing

Intelligent capture

Intelligent capture is the process of digitizing images or documents. It uses technologies such as optical character recognition (OCR) and natural language processing (NLP) to identify the text on a page and understand what it means.

Computer vision

Beyond identifying letters and numbers, intelligent document processing tools can also be trained to identify images and diagrams. For instance, they could identify the company CEO from a headshot and correlate it with a document.

Generative AI

Large language models let IDP tools understand requests and generate natural-sounding answers from data. For instance, you could ask it to summarize trends in the invoices your business has received over the last three quarters.

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What intelligent document processing means for your business

We’ve addressed the fundamentals of intelligent document processing. Now let’s talk about how those aspects come together to make a massive difference in your business’ day-to-day. Here are just a few of the ways IDP can address common concerns and unlock efficiencies for businesses.

    Aids for intelligent document processing

  • Reliable scanners for digitizing physical documents
  • Document management systems to house resulting files
  • Workers ready to capitalize on streamlined processes

3 use cases for intelligent document processing solutions

Hiring

Rather than poring through dozens of resumes by hand, IDP solutions can generate summaries and call out unique points for each candidate. This helps hiring managers spend more time identifying the perfect fit for your business.

Invoice processing

Whether they’re digital or physical, invoices often present a bottleneck in the accounts payable process. IDP tools can pull pertinent data from them and route it to one handy place for easy approval or further inspection.

Tax preparation

Accountants can use IDP to complete tax forms more quickly without sacrificing accuracy or compliance. By extracting relevant information and then filling key fields automatically, intelligent document processing can help speed up your tax prep.

Finding the right intelligent document processing partner

It’s possible to create your own IDP solutions. But that could require extensive expertise and resources that may be better spent elsewhere. Working with established intelligent document processing companies means being able to depend on their expertise. You just have to know what to look for to find the best fit.

    Reasons you may want an IDP partner

  • Shorter lead-up time
  • Built-in technical support
  • Compliance with industry standards

3 key considerations for IDP companies

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Accuracy

If a document is incorrectly processed, it may not just be useless — it may actually be harmful. Therefore, accuracy is the most important feature of any intelligent document processing solution. Look for proof that a potential partner will give you the most accurate results possible.

Intuitive use

A tool is only helpful if you can figure out how to use it. That goes for every member of your team who may rely on it. Look for solutions that minimize clutter and streamline processes without creating their own busywork.

Flexible intergrations

Valuable data is often needed in multiple places. For instance, if you use customer relationship software, your IDP tool should help populate information throughout customer profiles. Just ensure it does so in a way that’s compliant with any security or privacy regulations.

Read more about finding the right solution in What to Look for in Intelligent Document Processing Vendors. 

Did You Know? RICOH scanner programs let you find the best tool for your business, including trials and implementation support. Click here to learn more. 

Find the right IDP solution for your business

Ready to bring intelligent document processing to your organization? The next step is finding the right solution for your business. As leaders in the field of digitizing knowledge, we’re happy to help you decide where to go next. Book an assessment with our team of experts for more practical advice on how to get your business ready for a more intelligent — and efficient — future.

 

 

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.

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No salesy spiels. Let's help solve your problem. 

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