Automated document processing has become a vital requirement for contemporary businesses overwhelmed with document management tasks. Manual processing is often inefficient and error-prone. In this article, DIGI-TEXX will clarify what automated document processing entails and how it can lead to greater efficiency and a competitive edge in today’s data-driven landscape.
What is Automated Document Processing?
Automated document processing (ADP) is the use of software technologies and algorithms, especially artificial intelligence, to automatically collect, classify, extract, authenticate and integrate data from various document sources.
What is Automated Document Processing?
How does document processing automation work?
Collect/Ingest
The process will begin with the capture of documents into the ADP system. This stage will have a variety of input methods to suit different needs. Physical documents will typically be scanned, creating digital images. Digital files, such as PDFs, Word documents, or image files (JPEG, PNG, TIFF), can be uploaded or imported directly. If the process has integration capabilities, it will be possible to automatically retrieve documents from email inboxes, cloud storage platforms (such as Dropbox or SharePoint), ERP systems, or APIs.
Classification
After collection and pre-processing, the system must understand what type of document it is processing. Document classification will automatically use AI technologies, including ML, NLP, and Computer Vision, to analyze the content, structure, layout, and repeating patterns of the document.
Extraction
Optical Character Recognition (OCR) technology will be used in this step to convert the visual representation of text (from scans or images) into machine-readable character data. For handwritten text, more advanced Intelligent Character Recognition (ICR) can be used for processing. However, text transformation alone is not enough, especially for semi-structured and unstructured documents.
Validation
The extracted data will not be usable initially; therefore, the process will require a validation step. The system will have to validate the extracted information for accuracy, completeness, and consistency using various techniques.
Integration
During document processing automation, once validation is complete, the data is mapped to the company or organization’s data repository. The processed data is converted into formats such as JSON, XML, CSV, XLSX, or text.
Benefits of Using Document Automation Processes
Increased efficiency and productivity in document processing
Document automation processes automate repetitive, time-consuming manual tasks such as data entry, document classification, storage, and retrieval. When these activities can be automated, businesses can reduce document processing time from hours or days to minutes.
Benefits of Using Document Automation Processes
Enhanced data accuracy and consistency
Manual data entry is prone to errors due to human intervention – typos, misunderstandings, and omissions are common. Document automation processes significantly reduce these errors by minimizing manual intervention. Advanced ADP systems, leveraging AI and automated validation checks, can achieve high accuracy rates when extracting data.
Improved data security and access control measures
Digitizing documents through automated process documentation also inherently supports increased security within the organization. Digital data can be protected by encryption, both in transit and at rest.
Cost savings and reduced paper usage
Companies can significantly reduce costs associated with paper, printing, ink, and physical storage space. Automating manual tasks can save significant personnel costs. Some businesses report saving thousands of dollars per month or significantly reducing staff costs.
Faster decision-making with real-time data access
In a world where every decision is driven by data, having accurate information is critical to effective decision-making. Document automation processes facilitate this by converting static documents into digital data for analysis. Because documents are processed much faster and stored digitally, authorized users can access critical information anytime, anywhere.
Best Tools for Document Automation Processing
Experlogix Document Automation
Positioned as an easy-to-use, low-code, AI-powered solution, Experlogix is suitable for companies that handle highly complex document workflows. The tool emphasizes self-use, allowing users without deep technical skills to design and manage custom document processes.
Quadient Inspire
Quadient Inspire excels at automating multi-channel customer communication management (CCM), making it an ideal choice for complex document creation and distribution, such as for insurance, government, and financial services organizations.
SMART Communications
As a cloud-hosted CCM platform, SMART Communications is designed to be scalable and is often used by businesses in security-conscious industries. A tool that helps users manage customer conversations across multiple channels, including automated document generation.
OpenText Exstream
Built with the goal of transforming customer communications into personalized experiences, OpenText Exstream is a scalable solution for large enterprise organizations. It offers AI-powered personalization and omnichannel communication features.
Adobe Experience Manager
AEM is a comprehensive digital asset and content management (DAM) platform aimed at large enterprises that require technology-driven customer care processes. Adobe helps organizations manage their content libraries, including document management across multiple channels.
How to Get Started with Automated Document Processing
How to Get Started with Automated Document Processing?
To implement automated document processing, you need to understand the following steps to be able to apply it correctly and effectively
Assess current needs.
Define goals.
Choosing the right solution.
Implementation and Integration
Train Users.
Monitoring and Optimization
FAQs
In this section, DIGI-TEXX will clarify frequently asked questions about automated document processing.
What is Intelligent Document Processing? (IDP)
Intelligent Document Processing (IDP) is a form of automated document processing that uses a combination of technologies: Artificial Intelligence (AI), Machine Learning (ML), Natural Language Processing (NLP) and Computer Vision. IDP aims to understand the content and context of documents as well as humans. IDP systems can automatically classify different types of documents, extract contextual data even when the format changes, intelligently authenticate information and learn/improve over time.
What is the difference between IDP and NLP?
IDP (Intelligent Document Processing) and NLP (Natural Language Processing) are not interchangeable; Instead, NLP is a key component technology that drives IDP solutions. NLP is a subset of AI that focuses on enabling computers to understand, interpret, and process human language. IDP, on the other hand, is an overall solution or application that automates the document lifecycle (collection, classification, extraction, validation, integration). IDP uses NLP, along with other AI technologies such as ML and Computer Vision, to intelligently process the content in documents, especially unstructured text.
What is an example of document automation?
Document processing automation is the processing of supplier invoices in accounts payable. The automated workflow typically includes:
Collect: Invoices received via email or scan are automatically imported.
Classification: The system identifies the document as an invoice.
Extraction: AI/OCR extracts key data such as supplier name, invoice number, date, line item, and total amount.
Validation: Data is checked against the supplier database, purchase orders (PO matches) and payment is processed.
Integration/Workflow: Validated data is automatically entered into the accounting/ERP system. Matched invoices can be routed for automatic approval, while exceptions (mismatches, errors) are flagged for human review (HITL).
What is Automated Processing?
Automated processing is a broad term that refers to the use of technology (software, hardware or both) to perform tasks that require little or no human intervention. The main goal is to increase efficiency for the company, speed up operations, and reduce costs. This process focuses on streamlining workflows by automating repetitive activities based on established rules.
In short, automated document processing is a step forward for any business. If you plan to spend wisely, the benefits are undeniable: increased efficiency, superior data accuracy, enhanced security, significant cost reduction, and faster decision making. Are you ready to harness the power of document process automation? DIGI-TEXX offers solutions such as Advanced Automated Document Processing. Contact DIGI-TEXX today to find out how our tailored solutions can accelerate your digital transformation and optimize your company and organization’s document processing automation.
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