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.
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.
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.
It can be applied in almost any business process, however, it is of great benefit in processes:
In the creation of documentation to support R&D certification processes.
Project management, accountability and meeting citizens' needs
Public and private purchases require a neat document management to achieve transparency and suitability.
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:
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.
Patterns are identified, lessons learned and content extraction are documented and syntheses of information are created.
Optimize data quality by connecting to enterprise management systems (ERP, CRM) that contain official company information.
Any document requires the participation of several people to reach a final state. Maintaining this traceability is important.
Provide the necessary access to those who need it and ensure that confidential information is protected.
By making it possible to track the evolution of a document, access control achieves integrity and transparency.
It comprises the generation of a digital document or the scanning and digitization of information from a paper document.
Process of extracting useful information, storing and standardizing information. It includes the creation of metadata linked to the document.
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:
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.
Process automation ensures that everything is done according to standards. At the same time it facilitates your audit.
Gather costs and benefits to decide its implementation
It measures the time and resources needed for implementation and operation.
According to the needs of the process, it digitizes, classifies and datifies.
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