From the typewriter to the smartphone, document processing has come a long way over the last 100 years. Document automation is a new step in the evolution, but for small & medium firms and companies, it’s a very important step.
Document automation is a process where standard legal documents (for example forms and invoices) are automatically populated using a database. It removes the need to manually type the same information over and over again. Document automation uses a pre-defined database of information to fill details within a document. These details might be a client’s name, their address, etc; the type of information pertaining to a matter that is repeatedly keyed into documents.
For companies that produce a high volume of standard forms and complex documents, the biggest benefits lie in document automation.
Every company should be able to reduce the time spent performing manual administrative tasks so they can focus on doing work that matters. Document automation makes it easier to produce and distribute effective communications. It streamlines business processes, establishes order, reduces human error, allows for the central management of common content and enforces business branding such as logos and layouts. By taking control of the document life cycle through automation, companies can boost efficiency across their entire operations while ensuring document accuracy, consistency and professionalism.
Document automation can be combined with smart forms to open a simple channel of communication that is easy to understand and use. It can also push data into existing CRM and line of business applications and automate document generation with data transformation.
A centralized control of corporate information and automated compliance enables companies to easily manage their customers on a large scale. It can automate invoices, sales orders, commercial invoices and statutory documents. With streamlined connectors to line-of-business systems and authentic data sources, data can be made actionable and accurate with a multitude of delivery options.
Independent surveys have proved that automation results in an 80% reduction in production times. In complex case documentation, two days of production time can be reduced to only three hours, dramatically improving operational efficiency. Automated document generation significantly reduces the resources required to create, manage and maintain information. Organizations can cut the cost of document generation by up to 90% and template management costs by more than 80%.
These results clearly show the benefits of using documentation automation when faced with the need to do more with less. Even with depleted resources, companies can reduce risk caused by errors in documentation, enhance compliance, drastically improve operational efficiency and thus driving real business visions.
The manual process of typing (or cutting and pasting) information into documents is inefficient; a firm can save hours using automation. It also enables small companies to get through more work with the same amount of staff, reducing labor costs. The productivity increase resulting from time savings lead to a competitive advantage and greater profitability.
Reduced risk of error
Document automation greatly reduces the risk of human error, and potentially malpractice incidents. Manual drafting (even if it is based on precedents) is time consuming and prone to human error. As information comes from a database, the opportunity to mistype or enter the wrong details is removed, thus ensuring accuracy.
Document automation helps keep a level of consistency across forms, invoices, letters and templates; which in turn maintains a professional image and a continuity between the various regional offices.
The convenience to define and create reports associated with automation are miles ahead of the complicated setup and parameters needed for doing the same with manual documentation. The software engine is intuitive and fast, allowing users to pull up the right documentation, for any query, in seconds.
Automation can control who creates and accesses the documentation, who sees the reports and contracts, and who utilizes the sensitive information. With advanced permissions, usage of the document automation module can be kept within the strict limits set by the administration.
For companies in times of recession and budget cuts, doing more with less has become a necessity. Time spent on repetitive documentation can become overwhelming and staff that are overworked & under pressure can make mistakes. Documentation Automation can be used to automate regularly used documents and forms as a way to streamline business processes and standardise documentation.