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They generate value not only by organizing and classifying documents: they create useful knowledge for decision making and streamlining critical processes.

Intelligent document management software is used to capture, store, organize, analyze and create specific knowledge from the information extracted; at the same time, it allows speeding up repetitive tasks in a given 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 is done through the capture, review, analysis and storage of electronic and physical documentation, in order to help the company optimize its processes, save time, space and important costs, while generating value.

Document Management

They generate value not only by organizing and classifying documents: they create useful knowledge for decision making and streamlining critical processes.

Intelligent document management software is used to capture, store, organize, analyze and create specific knowledge from the information extracted; at the same time, it allows speeding up repetitive tasks in a given process.

Main applications

It can be applied in almost any business process, 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 meeting citizens' needs

Shopping

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

Modern enterprise document management

Main functionalities

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:

Automate flows

With structured data, tasks can be automated to reduce the 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 enterprise management systems (ERP, CRM) that contain official company information.

Collaboration

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

Security

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

Traceability

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

Digitization

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

Datification

Process of extracting useful information, storing and standardizing information. It includes the creation of metadata linked to the document.

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 for continuous improvement, among them:

Reduces 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

Process automation ensures that everything is done according to standards. At the same time it facilitates your audit.

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What is the process to be followed 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 prior case study that assesses its information conversion costs, its operating costs and expected benefits. In this way, the economic viability of the implementation of any project can be assessed.

Case analysis

Gather costs and benefits to decide its implementation

Planning and strategy

It measures the time and resources needed for implementation and operation.

Hierarchization and application

According to the needs of the process, it digitizes, classifies and datifies.

Automation of human management processes
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Ecoeffy is the business analytics platform that offers products to major industries to increase labor productivity, asset profitability and resource reliability.

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