In recent times the large volume, complexity and diversity of structured and unstructured content that manages a company, regardless the size of it, has led to the development of document management and Enterprise Content Management tools in most organizations, to avoid chaos in information systems.
Thus, with the content management system Athento fully integrated into the operations of your company, you can manage and control all documents within your company.
These document management tools also help in administrative sustainability practices, compliance (Law on Data Protection or ISO 27001) and also represent a considerable saving in paper, physical records and space as well as a major increase in productivity.
Another vital issue is the safety of the company data.
Athento prevents the loss, misplacement, viruses or accidents in documents that usually occur in shared files servers and paper, because all the work is done online.
Athento Intelligent Document Management System has interfaces that allow integration into any organization without going through a traumatic process of adaptation (most interesting modules in this respect is the LDAP directory, SQL and SOA.)
Similarly it fulfills the most common open standards in all possible domains such as metadata, document and Records Management and accessibility (W3C standards).
Intelligent Document Management is the application of some technology in boom - as Semantic Technology, Natural Language Processing, Neural Networks- to Document Management, Enterprise Content Mangement and Knowledge. This way, we can automate administrative tasks related to the classification or processing of information in unstructured documents.
Among the specific applications we have done using this technology:
A Document Management Software System enables all employees of an organization:
Intelligent Document Management is a drastic reduction in the time of several administrative tasks such as the time wasted adding metadata (for example) to documents within a document management system and it also enables a better management of digital assets since in most cases this type of work (adding metadata) does not get done properly or does not get done at all.
Placing metadata in a document implies a correct reading, so we're talking about big time savings.
Furthermore, in the case of the automatic extraction of invoice data, we are talking about thousands of accounting entries that can be performed automatically, so this intelligent document management module extracts the contents of the bill and it provides it to an ERP software such as SAP, Navision, Open Bravo or Open ERP.
In companies with high volume of invoices received, this process can take amazing improvements that make the cost of this effort reduce greatly.
How much time is spent looking for documents? How much time considering all the administrative staff of your company? How much total space is occupied with paper documents, and what price can have that space? How many times have you had to completely redo a document because it was not found after several tries?
According to the AIIM (Association for Information and Image Management) :
While there are other systems to share documents such as a computer network share, FTP server or VPN access to a file server, these solutions have the following disadvantages:
 AIIM, 10 Fast Facts About Document Management Value, John Mancini. http://aiim.typepad.com/aiim_blog/2008/10/10-fast-facts-a.html
Using Intelligent Document Management can make 90% improvements in efficiency, which represents a dramatic savings in any business.
In a company with an administrative dept. or document management department of 100 people, assuming an average cost of 18,000 dollars gross salary per person per year, the cost of the entire department is 1.8 million dollars per year.
The relocation of 90% of the staff, spending most of the routine administrative tasks to the document management system, would save 1.62 million dollars each year, making the cost of this department $ 180,000.
Similarly, performed in a department of 10 people, this improvement would reduce the cost of 180,000 dollars per year to 18,000 dollars per year.
Semantic Technology vs Traditional Document Management Software.
The traditional document management systems differ very little from the archaic file systems, with Intelligent Document Management the advantage of being able to recover previous versions of the document, search fast with efficient indexing of all content and access the content via web, with the advantages this means: access 24 hours 7 days a week from anywhere.
These advantages represent a substantial increase in benefits in the management of documents, but providing document intelligence is a much greater change: we stop metadating each document that we got inside the document management system, therefore we can search more efficiently, we can send a document to the document manager and it is placed in the folder where it should be (automatically included with the automated metadata), we can scan hundreds of bills and pass the data to an ERP software ERP without the intervention of any person etc.
For an administrative department with 100 people, we can reduce the use of personnel by 90%, so 10 people could do all the work, since the weight of the document classification, adding metadata, performing accounting entries based on the content of invoices, classification of contracts, more efficient searches and so on can make huge savings in staff time of your business.