Firstly, what is document automation? It is the process of digitizing and transforming documents into templates so that they can be edited and streamlined throughout a business. Offering an array of benefits for organizations and businesses both large and small, it will play a crucial role in providing both clients and fellow team members with an efficient system, secure distribution and a simplified document management process.
Automated templates can be used alongside document automation, to create documents that have content that is up-to-date and that is also highly complex. With the advancement of technology, this is yet another helpful process that’s being used by companies around the world, in an array of industries.
So what are the top five benefits of document automation?
1)It reduces costs and saves time
When a business uses a manual document handling and processing process, it will increase the amount of time taken to edit and create documents. With automated documentation, however, there will be a higher chance of receiving a large ROI (Return on Investment) that is possible from a manual process. There will also be a paper trail, fewer mistakes and the business can spend more time on other aspects that they would have sacrificed from completing the documents manually. When you have a startup business, you want a process that’s swift, low-cost and that doesn’t affect the productivity of your workforce – document automation is exactly that.
2) It will store all your files securely
If you have a document automation system, it will store all of your files in a centralized location. This saves you space (as you won’t have to have filing cabinets) and will ensure that they are protected. You can then access the files at any time. You can also set passwords for sensitive documents, ensuring that only certain people can access them. This security will be lost if the documents are filled in physically. However, if you do want to be extra secure, you can always have a physical copy and an electronic copy of a file – in case the file becomes encrypted.
3) You can access your files from anywhere in the world
If all the documents are electronic, you will be able to access the content from anywhere around the world. If you are travelling for business and need to bring a particular document up in a meeting, document automation software allows you to do so with ease. Similarly, if you are working offline, you can still access and edit documents at the click of a button.
4) It allows you to work with anyone around the world
Often, businesses have clients/team members that are in different locations around the world. With document automation, you can work with them/sell your products or services to them easier. You don’t have to be in the same physical location to work with them, making team collaboration easier and improving the efficiency of working.
5) You can send/receive documents faster
When a document needs to be sent physically, it can be a long process that results in a delay in action. With document automation, you can locate and receive the relevant documents that you need instantly.
