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Workflow: don’t look for a needle in a haystack. Effective document management 18 May 2016

Invoices, contracts, delegations, absences, correspondence and other types are documents that each company creates and exchanges everyday. In every enterprise they are different – but in every one, with the passing of time, the number of created documents is increasing. After time, finding a document can take a lot of precious time. And no company earns money from searching files and vacuuming archives. How, then, to shorten the time needed to search for a document, and manage them better? Modern IT solutions help people who want to optimize their work and resources to make decision and take actions which are profitable.

Scan, code and look in within seconds

A document’s life in the company usually starts in the secretary and the correspondence register; there is one central place to register documents. Here, documents are scanned and transmitted to others. But scanning and sending it by e-mail is not the best way to pass the documents. Processing a document into electronic form can be done much quicker and more intelligently. A central scanner with a high-bandwidth feeder, quickly copes even with a large file of documents. OCR, offered by good workflow systems (DMS), can not only read the text, but also recognize it and rewrite the data to a digital document. Imagine a situation in which dozens of companies operating within one group, receive the same invoices each month. Rewriting data into the system would take a very long time. By using OCR technology, system automatically detects and rewrites data. What’s more, it can learn and guess. If the invoice is partially damaged, not all the characters are legible, the system can cope with this problem, associating character string and completing the missing elements analogously.

How to search for a document which is a few years old?

There are a few solutions, and all of them guarantee that you will find it within a few moments. Good document management system allows you to search for data matching multiple criteria. You can create filters and groups. Any information entered into the program is easy to find. Contractors, document number, issuance day are the basic criteria, offered by every system. But the professional workflow systems also lets you search for keywords, values or status of a document. An interesting possibility is using bar codes for labeling documents. When registering the document, you print a sticker with a barcode and place in on a paper document, which is transferred to the archive. Scanning a sticker from a paper document immediately and automatically searches for an electronic document.

Workflow – optimization of your work

Scanning is only the beginning of your work with the document. The continuation is workflow. In the next stages, employees can perform various tasks. Complement the data, describe the document, verify, approve, pass an account. An electronic circuit speeds up the exchange of information, enables collaboration on a document, provides instant access to the documents and prevents their loss. Workflow can be modeled in order to ensure the best performance, shorten processes and seal them. Good example of the use of workflow is modeling business processes in corporations. In large organizations, rules of working with documentation are defined by standards and procedures. An electronic document system facilitates implementing them in a real business environment. Modeling processes, you can standardize the method of working in the organization and discipline employees to act in accordance with the adopted standards.

Where it works?

Workflow solutions are directed to every company. Flexibility allows you to fit it to specific business reality. It integrates with other software, eg. ERP software, complementing traditional management systems.

Workflow is especially good for organizations with a custom structure or specific needs. Sometimes business processes are so unique that it is impossible to be reflected in the classic ERP. Workflow systems are characterized by a much greater flexibility and a completely different concept of information management, so successfully used wherever business reality cannot be “dressed” in any existing standard.

You want to talk about workflow?

We have already implemented workflow solutions in many companies, with particular emphasis on construction and design. Our consultants will be happy to meet you to help you organize workflow in your company. Contact us!

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20.05.2016 Magda Urbanowicz