Your Priorities

Why go digital?

Many entities invest time and resources on product innovations, service layouts and business plan modifications to gain the competitive edge. That is perfectly fine, but majority neglect the importance of how they manage information across the board. Information is the foundation behind every organization, and the manner we engage it stands vital in today’s corporate environment. Optimal information management directly relates to our efficiency & productivity levels and business results. They factor in response time, customer satisfaction, supplier optimization, risk mitigation, internal transparency and so on.

Through technological advancements, there are countless platforms and channels to manage our information effectively. Nevertheless, many enterprises still operate on conventional information management methods such as hard-copy paper filing or high-volume manual data entries. In this digital age, it is monumental for entities to eliminate such methods and dive into the semi-automatic evolution that technology has granted us.

The first step would be to identify the most pressing or labor-intensive business process. That will be the first to undergo digitalization or other modifications. Thereafter, it will be easier to assess the rendered benefits, feasibility, effectiveness and prevailing ROI after the implementation. Adapting a gradual approach, more business processes or departments should undergo the similar procedure, inching one step closer to a paper-less environment.

Are you managing your documents effectively?

Most companies are satisfied with the way they administer their documents, or on the very least, they think they are. Meticulously managing shared drives and file servers amongst the sea of ring folders, their ‘system’ has been simplified and perfected through years of adjustments and application. However, they often tend to overlook the drawbacks that have been subtly depreciating their potential productivity levels.

According to a IDC report, documentation challenges are robbing organizations of 21.3% of its overall productivity. Participating issues include the misplacement of documents, working on incorrect versions, emailing wrong information or spending up to 40% of their time sieving through the database for a specific document. These circumstances occur on a daily basis, yet goes unattended to as long as the job ‘gets done’.

DocuWare is a brower-based DMS (Document Management System) that is fully capable of addressing these issues, and eliminates such workplace discrepancies to further value-add your key business processes. An increasing number of forward-looking companies & governmental bodies are already moving into this technology to further lubricate their productivity levels and has attained impressive results.

A hassle-free file conversion environment

We deal with documents all the time in the office. Naturally, they come in different formats to serve different representative notions, with the common ones being Word, Excel & PDF documents. For security and administrative reasons, different formats of the original document are utilized across multiple parties. For example, doing up a quotation in MS-Excel, and subsequently emailing it to the receiving party in PDF format. Apart from this, scanned images also make up a large volume of the documentation circulation in the office.

Amidst the pool of documents, more often than not, we are required to edit, extract data, tables, figures and configure them into different formats. Document conversion tools are easily available to expedite such processes and render our jobs easy. However, their effectiveness remains ambiguous and occasionally fails to perform the designated function. Our patience begins to run thin and any alternative solution would be taken up, including the manual retyping of long legal clauses per se. This is not a permanent solution.

ABBYY FineReader is document conversion software powered by its market-leading OCR (Optical Character Recognition) technology. Its capabilities allow you to turn scans, PDFs and other digital images into searchable (ability to copy & paste) and editable formats alike MS Word and Excel. Every layer of information is retained identically to the original; layouts, format and fonts given its intuitive ability to differentiate between images, text & tables. Find out more about how such technology works to fully eliminate the hassles of document conversion and documentation woes.

Eliminating Manual Data Entry

Data extraction is an important aspect of our documentation procedure. It is defined as the process of retrieving data out of content-heavy documents for further data-processing or migration. For example, the consolidation of all line items in multi-paged invoices or the key information required in an insurance claim application form. This data is extracted, then ported over to a separate database and ERP systems for further processing, analytics or bookkeeping purposes.

Majority of technologically backward companies are still implementing this manually, with their admin staff inputting data by referring to the original physical document, whilst others simply ‘copy & paste’ from the digital copies. Although tedious and time consuming, such methods are still capable of attaining the expected results. However, there will be circumstances when human error occurs, influencing the accuracy of the data, not to mention the time spent in rectifying them.

ABBYY FlexiCapture is an OCR (Optical Character Recognition) software that specializes in data extraction and automates the entire process for you. It dramatically shortens the implementation time for data capture and ensures high accuracy. Operating on fixed-form templates, area zoning or key-words’ identification, ABBYY FlexiCapture identifies the exact information/data required and exports them in the designated formats. Read on further to understand how this software can help address your issues of data extraction.