What is Document Workflow Automation?
Document Workflow Automation enables businesses to automate and simplify manual, error-prone processes. Capture, share, store and transform paper documents and electronic documents from desktop applications, smartphones, the web and multifunctional devices (MFDs). Once converted into suitable electronic formats, tasks such as invoice processing, employee onboarding and offboarding, holiday approvals and sales orders, can be routed into workflows ensuring documentation ends up in the right hands at exactly the right time and is actioned accordingly.
Document Workflow Automation offers a variety of benefits from reducing costs associated with handling documentation, to enhancing accuracy and increasing compliance and security. Here we’ll take an in-depth look at some of the other benefits of Document Workflow Automation.
Benefits of Document Workflow Automation
Document Workflow Automation makes it easier to foster an environment of responsibility and accountability by enabling staff to identify workflow hold-ups and ensure consistency, completion and efficiency in their work. This can be extremely beneficial for processes that span multiple departments or even offices as employees gain quicker access to more accurate detailed information, skyrocketing productivity.
The ability to collaborate effectively on tasks is key to a successful business. Document Workflow Automation enables employees to access documents wherever and whenever they need, meaning remote workers can effectively collaborate on tasks with office-based workers uninterrupted. Features such as version control and audit trails also create an added layer of regulation when multiple employees are working on the same project.
Greater Customer Satisfaction
Customers and staff want to know that the brand they are working with has a good reputation. Having Document Management processes in place, which professionally and efficiently manage your company’s systems and workflows, can do a lot for your credibility. By making information available, adaptable, searchable, portable and reusable, you enhance your business environment and improve the customer experience by providing faster access to relevant information.
Often documents such as HR, legal or financial documents must be kept for a certain period of time due to legal requirements. Having a paper-based storage system can lead to loss of data and security breaches. Not to mention it becomes extremely difficult and time-consuming to find the document you are looking for. The ability to prove how your business data is being processed throughout its lifetime and upon deletion is essential. By automating your workflows, you reduce the risk of error and have a complete audit trail to evidence how all documents have been handled.
In order to protect the public’s personal information, stricter regulations have been brought in to ensure companies are handling data correctly. The General Data Protection Regulation (GDPR) now gives any EU citizen that you hold data on ‘the right to be forgotten’. This means that upon request you must destroy any documentation you have for this person (unless other legislation supersedes). You must also be able to prove that any data you store is due to a legitimate requirement. By having a robust Document Management System in place, you can be confident that your business is fully compliant. Documents are held in one location and are easily searchable, therefore reducing the amount of employee time and effort put into finding these documents. Overall you improve your company’s capability and efficiency to deal with any data removal requests should you ever need to.
Improve Green Credentials
All businesses are working towards sustainability goals. Whilst we understand that printing will always be an important part of business, Document Workflow Automation removes the need to store documents in a paper format enabling you to become a ‘paper lite’ environment.
More efficient systems, better collaboration, maximum employee productivity and compliance together will make your organisation a more profitable and successful business. People and space are the two most important and costly expenses to organisations. By digitising paper documents and automating manual workflows your people are free to focus on more important projects and your workspace no longer becomes a paper storage facility.
How can Digicorp help?
If you would like to know more about our Document Workflow Automation solutions, we’d love to hear from you. Call us on 020 3929 3003 or email [email protected].