6 best practices to maximize the use of your automation and document management software

By Pablo Barrantes, Regional Manager - Digital Workflow de RICOH Digital Services

Unlocking information silos and giving collaborators easy access to the documents they need is a key goal of any new workstyle initiative. With the right automation tools, companies can drive greater collaboration and reduce manual processes that are a barrier to productivity.

Consider this before you start
Workflow automation will help you face the challenges of information management in a practical way. In this context, at Ricoh Latin America we offer these steps to consider when carrying out your document management project so that it is successful.

1. Considers the document lifecycle

Analyzes the role of each type of document, from capture to active use, archiving and application:

• What initiates the process? an e-mail, a phone call, an electronic form, a paper form, a letter that arrives in the mail.
• What is the first action taken with the information?
• Who is involved in the process? Does the document require review or approval?
• Is integration with another system or ERP required?
• Is there a mandatory retention schedule for the document? If so, how long does it need to be retained?

2. Leverage the power of artificial intelligence (IA)

Character recognition (OCR) templates are a useful tool, but they have limits. Advanced software, such as DocuWare Intelligent Indexing, goes further and uses AI to automatically process documents when data fields, such as invoice numbers and company names, are in different places in the document depending on the vendor. The software can scan electronic and paper documents for key terms and convert that information into easily searchable indexed data.

3. Uses digital document version control

Version control ensures that documents maintain their original integrity, so you don't have to worry about managing multiple paper copies or having multiple electronic versions edited by different people.

When digital version control is enabled, an authorized user opens a document to edit it, its status appears as "checked out". The document is then read-only for other users. Each time a document is checked in again, it automatically receives a new version number.

This ensures that everyone who makes changes to a document works with the latest version. Previous versions can be viewed in the history, which also shows version numbers, status, storage date, comments and the user who saved the document.

4. Specifies rules for assigning tasks to groups rather than to a single person

Automation allows you to share information with anyone on your team who needs visibility into a workflow process. In addition, everyone responsible for completing a task can see it in the solution. Email updates can be sent to alert you to new tasks.

Digital workflow can balance the amount of work assigned to each person by directing new tasks to a collaborator. Exceptions can be easily configured. Rules can be set up to reassign tasks when a team member is out of the office.

5.Use barcodes to speed up the indexing of paper documents.

Attach a barcode to the first page of each document you need to group together. For example, if you receive many paper invoices that you want to scan and store in one step, you can use a barcode to identify the invoice number field and send it to a specific folder for review and approval.

6. Uses a related document automation feature

Linking documents that are part of the same business process can be easily done by creating a common data field. The associated documents can then be retrieved with a single click.

For example, you can store a complete and secure record of all business transactions related to a customer or supplier, which is invaluable during an audit. These records can include e-mails, contracts, and other confidential documentation. You can access the information immediately when an auditor requests it, without delay. For more information, visit: DocuWare | Ricoh Latin America (ricoh-americalatina.com)