|
If your company has not yet shifted to document automation, you may be incurring unnecessary expenses that are costing you hundreds or thousands of dollars a year. Document automation, which is also known as document assembly, is a document management system that helps in the creation and management of electronic documents. While it is commonly used in industries such as the financial services, legal and risk management industries, there are many companies that can benefit from shifting to document assembly from their current manual document management system. What is involved in document automation systems? 1. Document creation. By using a template or data interface, a user can generate a range of official documents without the need for a clerk or other employee to draft them. These documents can include mortgages, sales contracts, promissory notes and guarantees. Some of these documents can run as much as 100 pages, with hundreds of optional text elements available. The output is a good first draft for review by a responsible individual, and which can be customized and modified as necessary since the document is in electronic form. 2. Document security. With documents now in electronic form, access to them can be restricted to authorized personnel, making them more secure and limiting the risk that information will be leaked or compromised. In addition, the documents can be locked to prevent them from being altered, and an auditable trail can be created that allows authorized personnel to see who has accessed the documents. 3. Document access. Electronic documents can easily be shared by personnel without the need for creating hard copies. In addition, documents can be shared through the Internet for staff who are not physically in the office. 4. Document archiving. Electronic documents are more secure than paper documents in case of a disaster, since they can be securely backed up in portable media that can be carried away. What are the other benefits of document automation? 1. Increased productivity. Filing and retrieving documents, as well as drafting routine documents, is a time consuming activity. By automating these functions, staff can use their time for more productive activities. 2. Improved accuracy and customizability of documents. When a staff member constantly drafts a routine document, mistakes can creep in. However, by using a pre-designed document template with replaceable text elements, a user can generate their own document, print it out and then simply have it signed and notarized if the text is acceptable to them. 3. Can be integrated with existing systems. Document assembly systems can be customized to work with current document management systems, ensuring that there is no downtime or period of adjustment as staff members spend time learning how to use the system. 4. Increased competitiveness. By using document assembly systems, companies can cut costs and offer more user-friendly services, allowing them to remain competitive while making their services more efficient. 5. Flexibility. Document assembly systems can easily be adapted to the needs of a particular organization without having to hire an expert to modify them for you. 6. Affordability. Document automation systems are a worthwhile investment that will more than pay for itself due to the savings you’ll enjoy in labor and other costs. Are you looking for more information on document automation? Visit http://www.tallega.com/products/filebound/ today!
Related Articles -
document, automation,
| 
