Document Automation & Capture

By | February 13, 2012

Document automation and document capture are essential parts of the document management system, which enables the storage of information electronically so that referencing and retrieval becomes easy. Document automation refers to the creation of documents automatically with the help of pre-existing text. Certain industries, where similar type of documents are required to be assembled each day, are increasingly making use of the document automation systems, that enable them to assemble documents easily by using segments of text, pre-written.

This type of automation helps the businesses considerably as it is cost effective and reduces the time spent on the creation of documents. With document automation, there is reduced need to enter the data manually, chances of human error are minimised and less time is spent on proof-reading. In addition to these benefits, automation of the document creation process reduces costs as there are fewer hard copies to be handled, stored, transported and distributed. Additionally, costs on postage, handling, shipping, telephone and labour are also minimised.

Document capture, another important aspect of the document management system, refers to the capturing of data via scanning the paper document and making it a digital one. The digitised document can be considered as original, legally. Therefore, document capture enables business owners to capture the data electronically and make it available as and when required. Automation of this form provides business owners reduced overall costs and effective management of resources within the organisation. There are several other benefits of document automation and capture. These are listed as below:

Increased accuracy and better compliance with regulations: document automation and capture provides businesses with the benefit of increased accuracy as human errors are minimised. Changes to the pre-installed templates can bring out all round changes making compliance with changing regulations easier.

Consistency and standardisation: automation provides consistency as the pre-existing text segments are used in document creation. This leads to standardisation of the documents thereby helping in building brand consistency.

Enhanced productivity and responsiveness: complex documents can be easily created in less time with document automation and capture. Drafts created by professionals can be easily incorporated by the trainees to produce standardised copies. Moreover, this increases responsiveness between the clients and the business owners as the back-office work of production of support documents is done quickly.

Therefore, document automation and capture provides business owners the flexibility to produce documents easily, as and when required. They can comply with the changing regulations in a much better way, saving costs and mitigate risks.

About the Guest Post Author: I Like to share valuable information for those establishments who transform to digital document management like document archiving, document automation etc. Further, these concepts and implementation build a corporate trust between data content and business prospects.