Organisations are constantly looking for ways to work better and more efficiently. The purpose of an intelligent data capture solution is to eliminate paper-intensive and manual processes by introducing automated ways to manage paper and data at large.

Despite the obvious advantages of intelligent data capture, it is may not be suitable for all organisations. For example, certain businesses may be too small to really make use of the time and cost saving features of automated data capture. In other instances, the workload may be too little for it to make sense to invest in an intelligent system.

On the other hand, most organisations do fit the requirements that make a strong case for introducing automated and intelligent techniques. If your organisation or the organisation you work for possess any of the following characteristics, it’s time to consider your options…

Time-consuming administrative tasks

Administration is part and parcel for all organisations but becomes a hindrance when at excessive levels, which prevent staff performing their core duties and thus negatively impacts productivity. Examples of administration include:

Manual data entry: Entering data from paper into systems and database or between different databases is something all organisation face. Excessive manual data entry hinders the performance of a department or a process and delays the opportunity to look at and analyse the data. An intelligent system eliminates manual data entry and allows organisations to have access to their data faster in a suitable format.

Paper archiving: All business documentation and records need to be stored and archived. Organisations may be manually storing paper documents into filing cabinets. The problem with this method is that documentation becomes increasingly difficult to manage as its quantity increases. Furthermore, retrieving old documents as and when needed becomes difficult; cost of storing documents increase and version control and auditing is problematic. An intelligent system archives data and documents digitally, which becomes easier to manage at a lesser expense.

Inbound correspondence: All inbound correspondence such as emails, invoices, faxes, letters and so forth need to be managed and distributed accordingly to department and personnel. This is known as workflow. All organisations implement workflows, often simultaneously. Manual workflow management can cause important documentation to become lost and misplaced or result in delays in reaching the right persons. Read more about automated workflow management here, which removes all delays associated with distributing correspondence.

Reduced visibility

Top management require transparent visibility of organisational processes as well as financial and performance visibility because it allows them to forecast, budget and make decisions in the interest of the organisation.

If manual methods, as mentioned above are in excess, it removes this much needed visibility that would be brought about through efficient management of data using intelligent techniques.

Increased cost

If you are finding it difficult to reduce costs and/or are shelling out for unnecessary costs, it could be due to inefficient administration, examples include:

  • Increased wage bill to hire further administrative tasks to manage the workload.
  • Paying fines for delayed payment of invoices, due to inefficient workflow.
  • The costs of investing in external sites to store information and records.
  • Costs of repairing, patching up straining systems and processes.

Increased time

Working as efficiently as possible will not only drive down costs but allow staff to be more productive throughout the day. Sources of time constraints include:

  • Searching for and retrieving stored paper documents.
  • Manual data entry from paper records.
  • Distributing inbound correspondence.

For any organisation it is priceless to drive down both cost and time. A scalable intelligent and automated system will effortlessly manage increasing paper in an organisation to churn data into actionable insights.