2022 expectations for digital document management: faster implementation and artificial intelligence

2022 expectations for digital document management: faster implementation and artificial intelligence

As businesses strive for agility and resilience, what has been learned during challenging times that informs new business operations models?


An expert’s view of unprecedented digitisation opportunities

Emilie Martin, Document Logistix’ Housing specialist, reports, “In the past two years we have helped customers to implement digital data management systems at speeds previously thought impossible, typically a quarter of historical project times. Today, we are helping customers to reap additional speed and accuracy benefits through artificial intelligence (AI) and machine learning (ML) in automated workflows.”

Automatically route document data captured from any source
Document Logistix’ Document Manager has the capability through AI and ML to capture and analyse data from multiple sources, in any format, and route documents more accurately than ever before. ML capabilities mean that the system can also be taught to achieve the very highest levels of process efficiency.

New-breed digital document management means that people experience greater job satisfaction when freed from time-consuming admin tasks, while organisations enjoy automated workflows that are optimised for productivity and compliance. 

Accelerated transformation with assured outcomes
During Covid lockdowns, Document Logistix completed complex digitisation projects involving heavy data migration, following which managers could view entire workflows and staff could collaborate on projects and tasks, regardless of location. 

In the housing sector, The Hillcrest Group identified technology’s rise in strategic importance as a critical component of conducting business, and not just as a source of cost efficiencies. Hillcrest’s Project Manager said “Automation became a high priority. Speed – managed speed – was of the essence.”

What digital efficiency looks like
Among the Hillcrest project goals were integration with QL Finance and the implementation of OCC to capture data contained in 50,000 invoices processed annually. 

Following a six-month project across four departments, Hillcrest’s PM reported: “Everything was immediately less cluttered; email communications subsided; we had clear user dashboards; managers and directors felt they had effective tools to assist them; and stakeholder relations in our Maintenance business were enhanced.”

Embed best practice across digital workflows
An additional key benefit of digital workflows is that organisations can embed policies and best practice to ensure that data and documents are routed securely within and across all departments, from back office finance and HR, to front office procurement and customer service. 

Centralised storage, data retention and GDPR
Document Manager’s centralised data hub enables customers to retain and purge data automatically according to prescribed schedules. Automated alerts are sent when any threshold is reached, so no task is overlooked, be it a payment, scheduled maintenance, or an essential order. In addition, to reinforce GDPR compliance, redaction (data masking) and encryption ensure that no one’s data privacy is breached accidentally. 

AI for accuracy
A digital mailroom speeds up the process of indexing and assigning documents to the correct location, whether that be a folder, a department, a job function, a person or global dissemination. Documents can arrive in the virtual mailroom in any electronic format: email, PDF, Word, Excel, HTML, image or video. Or paper can be scanned individually or as part of a rapid batch-scan directly to the mailroom.

A document is classified automatically based on its content or layout and the metadata captured such as customer ID, invoice number, name, date or car registration. Invoices, complaints, insurance records … all appear instantly at their next pre-defined destination for storage or processing.

Additional machine learning capabilities enable users to make incremental improvements to the document management system and progressively train the system to achieve the highest levels of assignment accuracy.

Business resilience and real-time intelligence
An innovative business that embraces digital processes is more resilient and better prepared for change. Introducing AI speeds up business intelligence as it can detect patterns in very large data sets much faster than people can. One of the most reassuring aspects of a digital workflow is the real-time availability of business-critical reports, such as task completion, production, queries and complaints, cash flow, user activity and audit trails.

 

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