Intelligent document management software is used to capture, store, organize, analyze and create specific knowledge from the extracted information; at the same time, it allows speeding up repetitive tasks of a certain process.
Document management is the set of functionalities and practices that seek the correct administration of a company’s information, while providing a useful resource for future activities in critical processes. This through the capture, review, analysis and storage of electronic and physical documentation, in order to help the company to optimize its processes, save time, space and important costs, while generating value.
In almost any business process it can be applied, however, it is of great benefit in processes:
It includes from the optimization of files from their origin or capture to the incorporation of the information obtained in the organizational processes.
Intelligent document management should allow:
As we have already seen, the intelligent document management process aims to completely dematerialize the management of files; this is reflected in the optimization of processes, access and security, and in turn, affects aspects that allow continuous improvement, among them:
Due to the correct categorization of files and automation of manual tasks.
The creation of structured and unstructured databases facilitates the search, retrieval and indexing of documents.
The automation of processes ensures that everything is done according to the rules. At the same time it makes auditing easier.
The implementation of an intelligent document management system can be a relatively easy task with the appropriate resources. However, it is necessary to make a previous case study that assesses its information conversion costs, its operating costs and the expected benefits. In this way, it is possible to evaluate if its implementation is economically viable.
Gather costs and benefits to decide on implementation
Sizes time and resources needed for implementation and operation.
According to the needs of the process, it digitalizes, classifies and datifies.
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