January 16 , 2017

Are your document management practices outdated?


Having worked with various types of companies for years, I have noticed that companies manage their documents in a surprisingly decentralized manner. Different departments have their own ways of processing things, and these practices have often simply developed and become established within the departments, without anyone giving a thought to how they are linked to the company’s other processes.

Documents are processed in a certain way because “this is how it has always been done.” Therefore, document management is based on operating methods that were created years ago – when the world was a very different place. The world has become digital, but the work phases continue to be manual, and documents are processed and information is stored manually.

For a long time, companies have sought to boost the efficiency of their document management and outsourced parts of the process. In practice, this has led to a situation where a company’s document process may be managed by several external operators. Consequently, comprehensive management, as well as the integration of various phases into the whole, for example, is hard work and expensive. This approach may even hinder the efficiency that the companies are seeking. I have witnessed situations where a company has optimized one phase of its process in such a way that has significantly increased work and expenses in another phase.

To actually save time and money, companies should take a step back and look at the situation from the perspective of the entire process.

Software robotics brings quality and speed

Document management should be centered around the most important person in the company: the customer. How does the customer interact with the company? How can the customer’s business be processed as efficiently as possible within the organization? Looking at the whole process, the right partner will be able to help you simplify it through automation and modern operating methods.

Documents can be scanned, and the information they contain can be read optically. In addition, software robots can be used to check and add information. The various phases of the workflow require reasoning and decision-making, which can also be automated to a certain extent by applying predetermined rules. A process that makes use of automation is quick, and checks are carried out in each phase, which takes quality to an entirely new level.

Making the whole process more efficient typically results in considerable savings for companies. One of our client companies has a process that allows its customers to submit documents on paper and by email. When we began to further develop the process, we discovered many manual phases that could be automated. This made the process much quicker and more reliable. The reduction in the amount of work was equal to the contribution of ten people. In addition, the annual cost decreased by 30%.

Software robotics brings quality and speed

First step: how can you enhance your current process?

OpusCapita has years of experience and an understanding of the challenges involved in the document processes of companies operating in various sectors. We know how to overcome the challenges. We have developed a comprehensive service package for automating document processes. It enables you to take full control of the situation and make your company’s operations more effective in all phases.

First step: how can you enhance your current process?

To begin with, you will be provided with an expert analysis of the current state of your processes, as well as practical suggestions for improvement, with an estimate of the required amount of work and total cost. To ensure actual improvements in efficiency, we will also provide solutions and tools that help you streamline workflows in practice in various situations. You will save time and money – and your customers will be even more satisfied.

Niko Lahtinen

Niko Lahtinen Product Manager, OpusCapita

The writer has held various positions in document process development at the customer interface over the past 19 years. Recently, he has focused particularly on data digitization and software robotics. At OpusCapita, he is responsible for digitization services, electronic data collection and document process automation.

››› Would you like to know how your organization’s processes could be improved? Contact us to discuss your situation.

››› Read more about OpusCapita’s document management automation solutions.