Tuesday, September 18, 2012

Document Workflow Provides Paperless Work For Office Solutions

By Terry Mac

In document management systems, a lot of companies nowadays use document workflow solutions to encourage paperless office in their workspace. Workflows have been designed to avoid the clutter of paperwork ending in data loss and mismanaged documents maintaining things working easily on the cloud. In addition, this improves the sequence of activities taking place in the company and making documents more effective and achievable.

Among the recent developments in cooperation with Microsoft SharePoint 2010 is the creation of e5's document workflow for example. Due to the improvement of systems that boost paperless office and solutions, e5 has developed with patterns that enhance the flow of documents among people or sets of people that are either members of the company or customers themselves. In the mean time various software development businesses execute this as well by involving people in their content distribution department to produce, update, analyze and approve documents before getting all stuff finished on the cloud. This will make it much more useful as documents are still viewed under decision-supported information from "real" people before taking any action.

Advantages of having this involve firstly, getting a paperless office. This helps get rid of the utilization of paper by scanning and coding arriving documents to create work items. This easily categorizes work data instantly by digitally taking all incoming paper to both process and archive. It assists to record data from single to multi-page forms through user-friendly document management software. Reports that are captured consist of forms, emails, contracts and also tabular data on the cloud from a template that is created for each form layout distinguishing the zones to be recorded. One document workflow feature called Optical Character Recognition (OCR) in particular finds, recognizes text and helps to create meta data to documents where all are confirmed to process and find exceptions of information.

Secondly with any company's available line of business systems, this kind of document management wraps around and interacts in both directions to lookup, return and confirm information between available software. It will increase existing document repository such as: EMC, EMC Documentum, HP TRIM Records Management, Integrated Archive Platform (IAP), FileNet P8, Filenet Panagon, Enterprise Imaging Solution, IBM Content Manager OnDemand, Open Text Enterprise Content Management and so forth.

In addition, these workflows create auto work items for incoming email messages, faxes and web forms where email messages and outbound documents are automatically generated using standard templates. Then for incoming documents such as email messages and faxes, selected data can be entered on the work item as well. People utilizing this can be able to enter fields in the work items with selected information and can control how the emails are categorized and processed when they enter the mailbox. Lastly, inboxes and sent items are supervised and again, linked to work items immediately organizing all information in place.

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Document Workflow Provides Paperless Work For Office Solutions

1 komentar :

Document Scanning Experts said...

Document workflow as well as document scanning solutions can indeed promote a paperless office set-up. A pat on the back for this well-written article.

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