How To Create Intelligent Documents

Guest blog by Adam Johnson, Director of Limpio MPS

All too often when visiting clients I see the same document processes being followed simply because it’s the way it’s always been done. This doesn’t have to be the case. No too long ago, we didn’t have the ability to scan and store documents, but when this became available, it was a great asset. Documents could be saved and stored electronically, saving on physical storage and also improving search for archived documents. Enhancing this was an influx of electronic document storage and retrieval services that made life even easier.

However, not all businesses have the resources or infrastructure to implement such a system, so they resort (understandably) to a basic storage system, where documents are scanned and filed in a simple file structure. All well and good, however, I regularly see clients scanning a document and sending it to a client or colleague, only for this document to be re-printed at the other end to enable this information to be input into another workflow process. What is simply happening is a picture of this document is being distributed, with the recipient having to understand and manage the information presented to them.

All the while this is happening, we are keeping the “less paper” office at a distance.

What is needed is for these documents to be “intelligent,” whereby the data contained can be extracted, amended and introduced into workflows or repositories all the while keeping the document digital. Unbelievably I still sometimes see clients re-typing data from a scanned document into another application. This has a tremendous strain on productivity and also, I believe, on employee satisfaction.

To improve productivity and reduce the need for print, there are two simple processes businesses can implement:

  1. Create searchable, editable documents when scanning. The content and metadata can be extracted into existing workflows, allowing a vast improvement in productivity and accuracy. This allows for paper coming into the business to be converted into usable electronic “intelligent” data.
  2. Enable PDF creation, editing, conversion, and collaboration at the desktop. This will let users manage existing electronic documents coming into the business without the need for duplication or printing. Again, creating an “intelligent” document where existing data can be integrated into your document workflow processes.

By utilizing simple, cost-effective software, businesses can easily convert static information coming into their business into intelligent data and improve productivity, while reducing the need for print.

Learn More about Intelligent Documents
Some enterprises have had amazing success with intelligent document strategies. Read this case study to learn how aviation firm AgustaWestland reduced the time to make documents digitally available from an average of 15 days to 1 minute. They also achieved 80 percent reduction in document search time, due to better quality of metadata in intelligent documents.

You might also want to find out how Xerox DocuShare helps companies automate complex business processes and streamline document integration and access.

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