Document capture automation is the phenomenon of capturing documents from any source such as email, FTP, paper, —and saving them automatically or in an auto mode.
In today’s world of digital transformation, document capture automation is more essential. Communication is increasing digitally, processes are becoming digitized, and which clearly states that document capture is vital. And now, it’s more than just storing and scanning the files and documents.
Document Capture Automation Functioning?
Document capture, including recognition, scanning, and mobile capture, remains one of the highest potentialities of electronic document management systems-EDMS. Documents drive business processes. And capture is the first step to efficiently managing information and data in your organization or business.
Here are the six steps any document capture automation project should be noted.
Access Is Improved
Paper related data processing, by its nature, entails finding a way to store all that paper, which often means tonnes of stuffed folders and filing cabinets. While this system has been effective in the past, carrying up rack space with paper documents is redundant and often makes it difficult to search for the information promptly.
Automated document scanning makes precise data convenient to search, digitally storing it on your secure server for accessible restoration od documents. As an added perk, your biz can get rid of your paper files and docs and put the saved space to a more better utility.
Labor Is Reduced
Your employees are spending much time processing documents in your paper-based system in a manual way. With automated data capture, you can minimize the labor costs and direct your employees’ attention to more relevant and profitable projects.
Error Is Minimized
With manual processes, your business depends on a person to correctly read and key in data. All human efforts, no matter what, is prone to error, particularly when employees are handling massive amounts of data and are overworked. With automated data capture, you effectively reduce the chances for error in your data collection, making effective your calculations, which consequently leads to overall better accuracy.
Security is Improved
Paper documentation for businesses often comprises of sensitive financial information that you should be taking care of. While you can only protect physical documents with visual barriers, physical locks, while digital systems can add up another layer of security of your data and documents. These tools secure your information with encryption, authorized individuals can access it at any time.
Speed Is Enhanced
All of these aspects mean your business can do what it performs at its best, but quick. Boosts the speed of processing and document capture, so you can maximize productivity and begin to use the data in those documents to assist your company’s interests.
Automated document input workflows produce quick, measurable ROI for any organization, but Docupile can help take these benefits a step further.
Before once a document is captured, it requires to be classified but manually keying indexes on a scanned document. But it is different today. Automation techniques, like optical character recognition
(OCR), can be used to sort documents automatically. In this scenario , the technology reads the text on the page and automatically classifies it.
Extracting-Information from Documents/Files
Once these documents/files are classified, the data on them requires to be pulled out, so your employees can work on the tasks efficiently
Say you are in the process of routing the digital invoice for approval and the vendor calls. They want to validate the amount due and the expected payment date. Because that invoice is integrated and captured into your systems, you can pull up that information immediately.
Routing Documents to Appropriate Parties
Remember, capturing documents is just the beginning. It would help if you also routed them to the appropriate parties for reviews, notifications, or only approvals.
That means that a digital invoice capture can pull out an approval method. Copy of invoice will be immediately sent off to the concerned specialist and anyone else who requires to approve the invoice before it can be paid.
For more insights and help your business grow contact docupile today!