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But can document automation software handle the management and archiving of
business documents? The International Data Corporation claim that knowledge workers
spend three and a half hours each week searching for information that is never found and
another three hours recreating that lost content.
IDC claims that knowledge workers spend three and a half hours each week
searching for information that is never found and another three hours recreating
that lost content.
Document automation software allows companies to store commonly used documents
centrally, and also to archive sent documents to a network folder or to existing
applications such as document management, CRM and ERP or accounts packages. This
means that when documents are needed, they can be found quickly, which is especially
useful for customer facing teams.
Security is an important consideration for all businesses. Concerns over moving to a
paperless office are often based on fears of electronic documents being intercepted or
manipulated. There are essentially two ways of formatting and distributing business
documents that reduce this risk – fax and PDF. Document automation software allows
users to decide how their document is sent, by fax or as a PDF by email, and ensures that
the document is sent securely. The best solutions hook seamlessly into existing
applications such as Microsoft Outlook, to automatically apply security to documents.
Conclusion
The reliance on paper isn’t cost effective for any business. For companies to move away
from paper-based processes and embrace electronic document production, we have to be
sure that it doesn’t just replace paper, it improves on it.
Document automation software not only removes the cost of printing and posting paper
documents, it also reduces the time involved in document production, archiving and
retrieval, whilst offering a more secure way to correspond with customers and suppliers.
Document automation at a glance
Paper problem Document automation advantage
Paper processes account for up to 3% of
annual revenue
Eliminates the cost of document
production and generates time savings
Costs of storage and lost productivity and
wasted time retrieving filed documents
Quick retrieval saves time and leads to
better customer service
Concerns over document security Document security automatically applied
to electronic documents. They can’t be
viewed by unauthorised recipients or
unknowingly amended
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