Document management involves converting paper files into digital files. It gives you the ability to store, archive and retrieve your documents in electronic form. An office that has implemented document management has files stored electronically, instead of in file cabinets. Document management leads to efficiency, cost savings and automation.
With document management comes the ability to automate workflows, which allows you to take electronic documents and send them automatically and securely throughout your organization. This is useful for approvals, information sharing, efficiency and process improvement.
Document management also allows for automated data capture using OCR (Optical Character Recognition) and NLP (Natural Language Processing) software to read data and enter it into your electronic document management system. OCR and NLP take away the need to manually enter data: a big time and accuracy saver.
Faced with centralizing a paper-heavy task to one location, Child Care Aware engaged Loffler to help them implement a document management system to turn paper files electronic, saving time and increasing efficiency.
Our easy online calculator can give you an answer. It estimates labor costs associated with your current document handling processes, along with off-site storage and retrieval costs, in-house document filing and retrieval needs, and the costs associated with reproducing lost documents. The calculator also tells you whether a document management system will provide an attractive return on investment for your organization.
Really, the possibilities for where to use these tools are endless. Consulting with an expert can help you get a feel for where they can be applied in your organization. Often, we see document management applied to the following departments and processes:
Many Accounts Payable (AP) departments handle bills on paper. Massive gains in productivity are possible using document management and AP automation.
Keep Your Existing AP Processes in Place
Your invoice processes can be customized according to your organization’s requirements.
Whether or not you have a PO process currently in place, automations provided by a document management system can help your AP team reclaim valuable time they currently spend tracking down approvers and/or matching POs to invoices.
Document management is also a valuable tool to an Accounts Receivable (AR) department. Document management increases visibility into your organization’s cash flow by electronically tracking orders and payments. You can also eliminate manual data entry, improve records retention, route sales orders to the correct department and use electronic forms for delivery and acceptance documentation.
HR is paper-intensive, but does it have to be? From your new-hire application and on-boarding process, to management of employee benefits, merit increases, certification tracking, expense reports, records retention requirements and access to employee files, document management can make daily work for HR faster and easier.
Improve On-Boarding and Off-Boarding
Data from applications and new employee setup does not have to be re-entered. Electronic forms mean simplified record keeping from hiring to retirement.
Improved Tracking for Employee Records Retention
Automate notifications when employee records have expired, including retention requirements and certifications.
Read more about how you can elevate your HR department to superstar status with document management.
Any paper form used in your organization can be made electronic. You will find uses for electronic forms across many departments. For example:
Manual data entry is a waste of time. It's a task most employees do not enjoy and can riddle your systems with inaccuracies.
Optical Character Recognition (OCR) automated data capture reads your documents, understands them and extracts the data. It then classifies the document and stores the information in your existing database, accounting system, document management system or other electronic storage option.
OCR automated data capture can read any document you can. Depending on how much automation you need, you can set up templates to read specific document configurations. If you need more automation, intelligent capture knows how to find what you’re looking for on any document. Learn more about OCR automated data capture.
Natural Language Processing (NLP) is similar to OCR in that it takes text on the page and puts it into your electronic system for you. Additionally, NLP learns how to understand human language, so when you have documents that don't follow a predictable format, it still knows what to do with the information on the page.
With NLP, you can upload a document and have the computer read, understand and extract data into your systems.
The biggest benefit you'll find with Natural Language Processing is in times savings when you cut down on the manual task of entering text and data from documents into your systems.
Once you’re decided to go paperless, Loffler can help you get started. That may mean scanning the paper documents you already have into an electronic format. It may also mean helping you integrate document management, workflow automation and automated data capture into your organization.
First, we recommend determining your unique needs for a document management system. To determine what level of document management and automation is right for your organization, consider your:
Our post on determining which document management system is right for you will help define your needs.