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Intro to Document Automation

Intro to Document Automation

​Document Automation used to be utilised by a few specific industries with complex legal requirements but now there are many solutions available to businesses that can increase compliance, consistency and efficiency.

Firstly, what is Document Automation? 

Document automation (also known as document assembly) is the design of systems and workflows that assist in the creation of electronic documents. These include logic-based systems that use segments of pre-existing text and/or data to assemble a new document. This process is increasingly used within certain industries to assemble legal documents, contracts and letters. Document automation systems can also be used to automate all conditional text, variable text, and data contained within a set of documents.

by Wiki

Essentially Document Automation uses a set and streamlined methodology to create documents based on business processes and requirements thus ensuring compliance with your audit controls and procedures.

Previously separate activities by different departments may have been required to complete a single document, but today this can be simplified and automated:

  • Document Automation uses a formalised process to edit and customise documents based on pre-existing data minimising the risk of data entry errors, duplication or gaps in information. Saving your business the time it used to take generating and proof reading documents.
  • As documents are automated there is much better consistency in wording, which is especially important for any contractual or legal terms where the slightest change or inconsistency could represent a risk to the business.
  • Branding is also set and incorporated into all documents so the image and culture of your business is professionally managed. Automation ensures that your brand is accurately represented helping all areas of the business build a strong brand relationship.
  • As an automated process is being used results can be seen in real time and are transparent to all. Whereas with a manual process it can be difficult to coordinate each stage of the workflow or to know the status of documentation.

Here are a few industry based examples of how Document Automation can be used: 

Insurance – most of us have several insurance policies including home, contents and car. Each of these policies identifies the asset/s, and liability and the terms of the agreement. Document Automation starts with what your insurance company already knows and each time you renew your insurance the documents are updated accordingly based on the information provided.

Legal – when purchasing a home there many documents you need to agree to from the initial offer, bank loan agreement, and the final sale agreement. Most property purchases have a specific workflow including legal documents to finalise the sale.

Supply Chain Management – think of all the documents required to complete a sales / shipping process; from the original request, to fulfilling, picking, invoicing, etc. Document Automation provides the map for each interaction with each Department and as each document is check off the workflow progresses to the next point.

An additional benefit of Document Automation is as documents are created electronically so they can be shared and filed as directed. It isn't just about having a paperless office, it is about adhering to a business process and saving time. Document Automation allows you to effectively manage and track your digital documents through the entire lifecycle of business processes. Overcoming inefficiencies and streamlining your business processes with OpusXenta helps to keep documents consistent, secure, easy to find and easy to manage.

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Wednesday, 17 October 2018

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