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Document Management for Business: what processes can be digitised?

Learn which key Document Management for Business processes can be digitised to improve efficiency and competitiveness. Transform and optimise the information cycle 💼💪🚀 #DocumentManagement #BusinessSuccess.
Gestión Documental para Empresas: qué procesos se pueden digitalizar / Document Management for Business
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Manuel Aguirre

Document Management for Business: boosting business efficiency

Discover how document management for business can optimise the information lifecycle. Explore the key processes that can be digitised to upgrade efficiency and competitiveness. Below, we highlight the fundamental importance of enterprise document management, addressing the challenges they face in handling large volumes of information. We present the digitisation of information management as a key solution, highlighting its benefits such as operational efficiency, cost reduction, information security and upgraded team collaboration.

In today’s era of digital transformation, information is one of the most valuable assets for businesses. From contracts and invoices to reports and emails, document management for business is essential to the optimal and successful operation of any organisation. However, in an increasingly complex and globalised environment, managing these documents and records efficiently can be a challenge.

This is where document management for business plays a key role. This systematic approach to implementing the information lifecycle, capturing, storing, organising, retrieving, preserving and sharing critical information is fundamental to the daily operations of businesses of all sectors and sizes. In recent years, document management has evolved considerably from paper-based systems to advanced digital solutions that optimise enterprise content management such as our Athento document management platform.

And why is document management for business so important?

Enterprise document management is not simply a matter of sorting files and folders. It is a critical component of the business infrastructure that influences every aspect of the operation, from decision-making to customer satisfaction.

In an increasingly digitised world, adopting document management solutions becomes essential to ensure business efficiency and competitiveness. Automating both core and support processes not only streamlines operations, but also reduces the risks associated with loss or unauthorised access to information.

Let’s see the benefits of implementing a document management for business solution using Athento as a technological support for the upgrade in the implementation of this type of processes:

  • Operational efficiency: By digitising and automating document processes, companies can significantly reduce the time and resources spent on administrative tasks. Through Athento, for example, people can quickly access relevant information and collaborate more effectively on projects and tasks.
  • Reduced costs: Efficient document management can help reduce costs associated with physical storage of documents, unnecessary printing and data loss. In addition, by minimising errors and increasing productivity, with Athento, businesses can improve their profitability and competitiveness in the marketplace.
  • Regulatory compliance: With the increasing number of regulations and laws related to data privacy and security, it is crucial that companies manage their documents securely and in compliance with legal standards. A robust document management strategy ensures the integrity and confidentiality of information, helping to comply with relevant regulations.
  • Upgraded collaboration: Digital document management facilitates collaboration across teams, departments and even external users by providing secure, shared access to relevant information. Employees can work together on documents in real time, regardless of their geographic location, fostering innovation and creativity across the organisation. With Athento, we have the ability to initiate and manage processes efficiently. We can request from our customers and suppliers the data and documents needed to process any specific process from the very beginning.
  • Fast time to market: Having a low-code tool like Athento gives companies a significant competitive advantage. With this platform, business users can transform their document-related processes in an agile way and without constantly relying on development teams. This allows companies to quickly adapt to changing market demands, adjust their processes in real time and stay competitive in a dynamic business environmento. 

Document management for business: which processes can be digitised?

The digitisation of document management processes is a fundamental change in the way businesses operate in the modern era. Beyond simply adopting technology, it involves a transformation in the way organisations manage their most critical information. By digitising processes, businesses embrace agility and efficiency by eliminating reliance on physical documents and the limitations associated with them. This transformation enables seamless collaboration across teams, even in remote or geographically distributed environments.

Let’s look at what processes we could upgrade to make them more efficient and streamlined with document management for business.

The digitisation of document processes is essential to maximise operational efficiency and competitiveness in today’s business environment. Below are some of the key processes that companies can and should digitise to optimise their document management:

Document Capture

Document capture is the first step in the information lifecycle, where physical documents are converted into digital files. This may involve the use of document scanners or electronic forms to capture information accurately and in a timely manner. In addition, document capture can be automated through the use of technologies such as Optical Character Recognition (OCR) and intelligent data capture.

Athento provides the capability to implement these processes:

  • Digital invoice receipt: a company can configure Athento to automatically receive invoices from suppliers via a dedicated email address. Athento can extract key data from the invoices, such as invoice number, amount and due date, and route them to the appropriate finance department for processing.
  • Application form capture: A company can integrate application forms into its website and use Athento to automatically capture the completed forms. For example, a credit application form can be captured by Athento and sent to the department in charge for review, validation and approval of the required product.
  • Data capture from scanned documents: Imagine an insurance company that receives paper claim forms from its customers. These forms contain crucial information, such as claim details and customer data, but are in paper format. With Athento it is feasible to set up to automatically receive the scanned claim forms in a dedicated email or by manually uploading them into the system, then use its OCR functionality to automatically convert the printed text on the scanned forms into editable digital text. This includes extracting key information such as names, policy numbers, claim details and dates.

Storage and Access

Once documents have been captured, they need to be stored securely and accessible to authorised users. Implementing a document management for business system like Athento allows companies to efficiently store, organise and retrieve documents, providing advanced search functions and remote access. In addition, cloud storage offers a scalable and flexible solution for document management, allowing companies to store large volumes of information without the need to invest in expensive infrastructure.

Let’s see what we can manage with Athento:

  • Customer, supplier or employee file management: Athento can be used to store all documents related to a customer, supplier or employee in a single digital file. This facilitates quick access to relevant information when needed, whether for queries, documentation management or internal audits.
  • Centralised repository: a case such as a consulting company that needs to manage a large number of documents related to projects, contracts, reports and correspondence. The company is looking for a solution that allows it to store all these documents securely, access them easily and keep a detailed record of the activity related to each document.

Athento offers flexible options for storing documents in the cloud or on local servers depending on the company’s preferences and security needs.

ciclo de vida de la solicitud de credito

Workflow management

Workflow management involves automating and optimising business processes by defining sequential steps, assigning tasks, setting rules and tracking the progress of activities. In the context of Athento, this involves setting up approval systems, assigning tasks, requesting or delivering documentation and automatic notifications to ensure efficient and orderly execution of document-related activities.

Let’s take a look at some of the benefits that Athento provides for the optimisation of document management processes for companies:

  • Document approval: Athento allows you to configure automated workflows for document approval. For example, the marketing department of a state institution, when creating new promotional material, Athento allows the document to be automatically sent to managers for review and approval before publication.
  • Task tracking: Workflows in Athento can include tasks assigned to specific users with automations set up to for example assign due dates and automatic reminders. For example, in a human resources department, Athento can automatically assign document review tasks to managers with defined deadlines.
  • Version management: Athento allows multiple versions of a document to be managed, with the ability to compare previous versions and revert to a previous version if necessary. For example, in a design team, Athento can keep a record of all versions of a design file and allow users to access previous versions if necessary.
  • Signing documents digitally: for example, a company is hiring a new employee and needs to sign an employment contract quickly and securely. Since the employee is not physically present, the company is looking for a solution to facilitate signing the contract remotely and legally.

Delivery and publication

The process of document delivery and publication refers to the distribution and dissemination of information contained in documents to internal or external users of an organisation. It involves making documents available and accessible to the right people at the right time.

In this process, documents can be shared in a variety of ways, such as through email, URL links, document management systems, online portals, among others. Delivery involves making documents available to users, while publication involves making them visible or accessible in some way.

With Athento we can manage several functionalities:

  • Client proposal review: a consulting firm uses Athento to send proposals to its clients via a secure URL. Clients can review the proposal online and approve it electronically. Once approved, Athento automatically records the approval and notifies the internal team to proceed to the next step.
  • Integration with a CRM system: A sales team uses Athento to store and manage customer contracts. When a contract is signed in Athento, the relevant data is automatically sent to the company’s CRM system to update customer records and contract status.
  • Generate documents from a template: Athento allows to generate form documents from templates automatically. This functionality is especially interesting for use cases such as issuing policies or contracts from data in Athento or other platforms, or for creating certificates or diplomas. In this way, companies save time and reduce errors by ensuring consistency in format and content.

Preservation

The process of document preservation involves guaranteeing the secure, long-term preservation of the information contained in documents, complying with legal requirements and ensuring their availability for future reference. Athento offers functionalities that facilitate this process, ensuring that documents remain intact, accessible and comply with appropriate retention periods.

Some use cases with Athento in the preservation process include:

  • Enforcement of retention policies: Athento allows the configuration of retention policies for documents, defining the period during which documents must be kept in storage before automatic deletion. For example, a company can set a policy to retain financial records for seven years before disposal.
  • Control of expired documents: Athento can monitor and manage documents that have reached their expiry date or are no longer relevant. This includes identifying expired documents, notifying them of their status and securely disposing of the documents according to established policies.
  • Expiration and expiry alerts: Athento can send automatic alerts when documents are about to expire according to established retention policies. For example, it can notify staff in charge when contracts are about to expire, allowing timely renewal or appropriate disposal.

  • Audit trail: With Athento, all document-related activities are recorded, including who accesses, modifies or deletes a document, along with the date and time of the action. This audit trail provides full traceability of documents and the actions taken on them, making it easier to demonstrate compliance and respond to audits.

Document management for business is an essential component of any modern organisation, regardless of size or industry. By digitising and optimising document processes, businesses can upgrade operational efficiency, reduce costs, mitigate the risks associated with inefficient document management and adapt their operations to changing internal and market needs. However, to achieve these benefits, it is important to adopt appropriate document management solutions and develop a comprehensive strategy that addresses all stages of the information lifecycle.

Are you looking to optimise your processes and increase operational efficiency? Contact us today to find out how Athento can transform your operations, simplifying document management and ensuring the reliable preservation of your documents for the long term.