Go Paperless Office from Document Process Automation

The Paperless Office: Document Process Automation is the Way

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Go Paperless Office from Document Automation Process
Document process automation refers to the design of a process and workflow that
enables the creation of electronic documents. It incorporates the use of
document processing tools and scanners (flat-bed, sheet-fed, hand-held or
optical) with Optical Character Recognition (OCR) or Intelligent Character
Recognition (ICR) capability. OCR refers to the conversion of scanned copies of
handwritten, printed or typewritten texts into editable formats. ICR refers to the
electronic conversion of handwritten texts such as signatures.
By storing information electronically using document management systems and
document process automation, businesses can access data quickly and easily,
reduce the need for physical storage space and adhere to compliance norms. That
is why most companies are converting paper to electronic data nowadays.

The Disadvantages of Excessive Paper Documentation:
• Paper documentation slows processes down, since one has to locate the
document first and then access the information. The average search time for a
paper document is 18 minutes, as per some calculations.
• Sometimes delays in post or courier can result in the further slowdown of work
progress & physical copies of paper run the risk of being misplaced.
• With paper records, it is difficult to monitor workflow progress. As well auditing
and compliance issues could arise if physical copies of documents are not
maintained and secured properly.
• The option of accessing the data from anywhere is not possible.
• Investing in paper, printing supplies and storage space can amount to
considerable costs.Industry experts claim that the cost of manually processing an
invoice works out to USD 20 for each form.

1. Enhanced Security: In contrast to physical documents, electronic
data can be stored in a secured manner and several levels of security
can be applied so that only authorized personnel can see the
information. The history of the people who have accessed the
document is also visible to managers for better control.
2. Centralized information: With the evolution of cloud computing, a
model that involves offloading applications to services hosted on the
Internet, electronic data can be accessed from any location on a web-
enabled device. A centralized data repository in the cloud makes for
easy access, retrieval and sharing.
The Advantages of Electronic Documentation:

3. Easy indexing, archiving and retrieval: Indexing refers to sorting
electronic data according to certain fields. Archiving means moving
older data to another location where it can be referenced when
required. Electronic documentation facilitates both indexing and
archiving, as well as swift retrieval the moment the need arises.
4. Cut down on cost and time: It is said that storing data electronically
can reduce operational costs by 25-65%. Also, employee productivity
gets a boost when time spent accessing, managing and retrieving
physical documents is cut down.

5. Integration made easy: Document management applications can be
integrated with other business applications, such as content
management applications and workflow solutions, to facilitate
efficiency of operations. Enterprise Resource Planning (ERP) software
typically leverages common databases to provide an overall view of
business processes. Customer Relationship Management (CRM)
systems also require access to well-maintained electronic data.
6. Compliance norms: Work that is stored electronically will produce
positive results during audits, as everything will be indexed and
archived in an organized manner for easy retrieval.

7. Better ROI: Storing data electronically can produce greater Return
on Investment (ROI) in a number of ways. Productivity of employees
improves when they do not have to spend excess time looking through
paper documents for the information that they want. This brings down
costs as well. Additionally, quicker processing time of documents results
in an increase in the work being achieved, leading to an increase in
revenue.
8. Sustainability practices: By digitizing documents, businesses can
make a positive difference to the environment.

Flow of Document Process Automation Benefits

• Data that originates at different sources (in handwritten, printed or
electronic formats with varying fonts and characters) can be captured,
extracted, categorized and validated in a digitized form. Millions of forms can be
processed in a day.
• Handwritten or printed documents are converted into digital formats the
moment they come into the organization, which will drive internal processes
from an early stage. Data can be extracted, validated, indexed, archived and
retrieved with a high level of accuracy. It can be shared with relevant personnel
and business applications, enabling improved communication between
departments.
• The entire process can be easily audited from receipt of the document to its
archiving, in compliance with Service Level Agreements (SLA) and industry
regulations.
Benefits of Document Process Automation Service

• The entire process can be easily audited from receipt of the document to its
archiving, in compliance with Service Level Agreements (SLA) and industry
regulations.
• Manual intervention is required only for management of the process and
verification of data, which frees up human resources for other vital business
functions.
• Immense amount of time and cost can be saved as well as swift processing
and fewer errors translate into improved customer services. With customers
being able to access information online, satisfaction with the brand improves, as
does loyalty.
• With relevant data available at the click of a few keys, business intelligence
is enhanced and smarter decisions can be taken.
• All of these will contribute to a sizeable Return on Investment (ROI), making
the transition to document process automation extremely worthwhile

As compliance norms become more stringent and employees use mobile
technologies for their work, companies are recognizing the need for
electronic documentation management. With the advent of cloud
computing, document process automation can make data even more easily
accessible for the smooth operations of a business.
While paper can never be truly done away with, primarily because of legal
requirements for physical documentation, the right balance of paper and
electronic data can greatly benefit companies and help them to achieve
their business objectives.

Go Paperless Office from Document Process Automation

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Go Paperless Office from Document Process Automation