Benefits of intelligent document management

Generate value not only with the organization and classification of documents: it creates useful knowledge for decision making and to streamline critical processes.

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.

What is intelligent document management?

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.

Main applications

In almost any business process it can be applied, however, it is of great benefit in processes:

Pharmacist

In the creation of documentation to support R&D certification processes.

Government

Project management, accountability and attention to citizens’ needs.

Shopping

Public and private purchases require a neat document management to achieve transparency and suitability.

Main functionalities of a modern Enterprise Document Management:

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:

Digitization

It includes the generation of a digital document or the scanning and digitization of information from a paper document.

Datification

The process of extracting useful information, storing and standardising the information. It includes the creation of metadata linked to the document.

Automate flows

With structured data, tasks can be automated to reduce workload and ensure information quality and compliance with international and national or local government standards.

Content Analytics

Patterns are identified, lessons learned and content extraction are documented, and syntheses of information are created.

Connection to other systems

Optimize data quality by connecting to business management systems (ERP, CRM) that contain official company information.

Collaboration

Every document requires the participation of several people to reach a final state. Keeping this traceability is important.

Security

Provide the necessary access to those who need it and ensure that confidential information is kept secure.

Traceability

By allowing to track the evolution of a document, access control achieves integrity and transparency.

What are the benefits for the company?

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:

Reduce costs, time and space.

Due to the correct categorization of files and automation of manual tasks.

Increased efficiency and productivity

The creation of structured and unstructured databases facilitates the search, retrieval and indexing of documents.

Facilitates regulatory compliance

The automation of processes ensures that everything is done according to the rules. At the same time it makes auditing easier.

What is the process to follow in document management?

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.

Case analysis
Gather costs and benefits to decide on implementation
Planning and strategy
Sizes time and resources needed for implementation and operation.
Ranking and application
According to the needs of the process, it digitalizes, classifies and datifies.

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Nuestro equipo de expertos le ayudará gestionar exitosamente sus datos y con la digitalización de procesos.

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