Archive for Document Management System

OCR – Search Any Document with Just a Random Keyword You Remember

Posted by on

(ocr) optical character recognition

Time is money and it is never a good idea to waste it searching for a document from folder to folder and file to file. If you are above the age of 20, I can bet you must have experienced the same scenario in your life. We all know a person who spends the whole of his life providing the right document at the right place at right time. Yesterday, it used to take a month to deliver a message from one address to another one. But today, it takes just a moment. Kudos to technology.

Introduction to OCR

So don’t you think, the technology must be having a solution for this documentation problem as well? Obviously, it has, and the name of the solution is Optical Character Recognition. The solution has such capability that let alone the folder, you don’t even need to remember the name of the document to search.

So, OCR is basically a feature that makes the number of tasks very easy. There is no longer a need to store the piles of documents in your office when you can do it on the digital podium. Here, we are not asking you to store thousands of documents images on the computers. OCR is very ahead of it. We understand that storing the documents is not enough because editing, signing, and retrieving the documents are more important functions of a document. That’s where the OCR shows up.

Working principle of OCR

When you scan the document, OCR technology will read each and every word and will save it as a pdf file instead of an image. But wait, it is a very small portion of what OCR can do. It is obvious that you will save your document with a name. But remembering the name of multiple documents is the real headache, isn’t it? Here comes the OCR. Instead of putting the name of the document, now you will be putting the random keyword that you remember from the document, and boom, OCR will bring the document right in front of you.

Most of the time, we don’t remember the name of a document but remember what the document carried in it. So, OCR makes this little information sufficient to get the document and present it to you within moments.

Functions of OCR

1. Scans the document, not the image: most document scanners are capable of capturing the image only. On the other hand, OCR helps to capture the real document, its properties & information to save it in the digital format.

2. Reads the text: to ensure that you don’t have to remember the name of the document, OCR technology reads every word of it. Every single text is fed into the system to provide the best experience for you.

3. Makes searching easier and more fun: you are not a machine to cram everything and no one understands it better than OCR. So, just type in some words you remember about the document and OCR will provide you with the right document at the right place at right time.

Wrapping Up

So, it can be stated that Optical Character Recognition is an effective solution to provide relief from the headache of finding out the right document from the pile without having sufficient information. With OCR, you don’t only store and manage your documents in the digital format, but you also enhance their traceability and availability. Optical character recognition takes you a step closer to the automation of documents.

Tags: , , ,

Posted in: Document Management System

Leave a Comment (0) →

Is Document Automation the Future of all Documents

Posted by on

Document Automation

Businesses around the world are evolving at an exceptional pace with the help of technology. The use of the automation process is not only “Good to Have” factor but has become an integral part of the business operational process for their survival in the market.

From the management of customers to the management of finance, everything is being performed with the help of technology. Still, one of the big areas which are undoubtedly one of the most important operations for any firm or business is talked very less about. The area is “Document Automation”.

When the question “Is document automation the future of all documents?” arises, there is no way that it can be answered NO for any reason. On the contrary, document automation is not only the future of all the documents but the present of all the documents as well. Let alone the big businesses, firms, and industries, the evolution of document automation can be observed in the day-to-day life of common students getting an education in the different parts of the world.

Most of the colleges and educational institutions have already adopted the trend of electronic notes and assignments for their programs and thus all the documentation between the students and management of the institution takes place in the electronic format only. This example is sufficient to indicate how quickly document automation is taking over the different industries.

Some Document Automation and Management System Facts

We can never question the future of the Electronic Document Management System as nothing is going to eliminate technology in the upcoming time. Will not it be more interesting to prove the statement with help of some real-time data? So, let’s head toward the data and numbers which effectively indicate the future of the Document Management System market.

The document management market system was recorded to have a valuation of around USD 3.09 billion in 2016. The same market is expected to reach a valuation of around USD 6.78 billion by 2023. It efficiently indicates a CAGR of 11.17% in a period of 8 years. Ignoring the CAGR, the data efficiently indicates that the industry will be achieving the valuation twice within a span of 8 years which is undoubtedly significant.

Why Document Automation is Document’s Future

The documents undoubtedly are one of the integral assets for the firm and thus the management of documents is also equally important. With the increasing size of the markets and a big area of operations, it is not possible for the firms to stick to the traditional form of document management.

Time is money:

When a company has to serve their products and services to the customers of different markets and countries, the time is nothing less than money for them. Also, managing the operations at all the different locations is never so easy and thus is not possible without the proper documentation.

For example, without the proper documentation, a firm cannot even open a small store in the market. In the scenario of globalization, a large network of documents is always going to be there for the smooth functioning of the firm in the different markets. This can only be achieved with the help of document automation only where the documents can be shared within moments irrespective of the distance.

Environment sustainability:

Every sector in the world is focusing on making its operational process more environmentally sustainable. But at the same time, documentation is one of the biggest factors within the firms that causes a negative impact on the environment. The use of physical paper negatively impacts the environment from the very beginning to last.

It initiates with cutting a tree, passes through the use of 10 liters of water for manufacturing every sheet of A4 paper, and emits carbon dioxide after burning at the last stage. So, it is going to be the biggest reason for the global shift of physical paper to electronic paper.

Accuracy is the priority:

Accuracy has been and will always be the priority of every organization no matter in which domain or sector they work. Here humans can never be 100% accurate but machines can be. Document automation will make sure that all the documents are in their defined place and are accessible with one click.

The chances of wrong documents being shared and the risk of important data breaching will also be avoided with the help of document automation only.

Long-term maintenance of documents:

The need for long-term storage and maintenance of documents is there and is always going to be there. So document automation is going to be the finest solution to meet this requirement. The documents stored in the digital format will not only be accessible within seconds but will also be safe from any kind of digital damage. There are not going to be the issue of paper damage, paper burned, or loss.

Wrapping Up

The need for electronic document management and document automation cannot be avoided in any circumstances of the present market scenario. So, in the last, it will not be wrong to say that Document Automation is the present, as well as the future of all the documents as the nature of the market, is not going to support the physical document for too long.

PERICENT helps to automate the documentation process for managing records and workflow of  that needs a set of activities to follow through.

Tags: , , ,

Posted in: Document Management System

Leave a Comment (0) →

Document Management Help Company to be Audit Ready

Posted by on

Document Management

How Document Management Helps Organization to be Audit Free

1. Document Security

Sensitive information in form of documents is stored securely. Define user permissions for your staff and control who has access to which documents and how they can use them. Ensure the right documents are accessible by the right people.

2. Consistent Procedures

With business rules and workflow in place, you know that the correct procedures are always followed. Ensure faster approvals and reviews to ensure deadlines are not missed. Handle document processing consistently by creating a separate workflow with the routing of documents. Using Electronic Workflow increases efficiency and accuracy.

3. Flexible Workflows

React to changes in policies and compliance regulations quickly by updating the workflow. Once a workflow is in place, you can alter the process easily, often without having to re-train staff, making continuous process improvement a straightforward procedure. You can update procedures across the whole business simultaneously.

4. Managing the Document Life Cycle

When a document is stored in a Document Management system, you can be confident that you are always working with the latest version, but version control allows you to access all previous versions if necessary. If selected documents must be stored for a specific length of time (in line with compliance regulations), rules can be set to automatically move documents to archive, or delete them when they have expired.

5. Audit Trail

An audit trail is a report showing who has accessed what document, when, and how it was used. You can verify that the latest version of a document is archived, and track system admin changes. Audit trails supply detailed information for auditors, providing visibility into your processes and helping to prove compliance.

6. Easing the Audit Process

Allow auditors to have secure access to your documents via a standard web browser. Inspections can be conducted remotely with no disruption to you and your colleagues. With the powerful keyword search functions of a Document Management system, documents needed for audits are available in seconds. During the inspection, auditors can simply export any information they need in a digital format, saving everyone time and money.

Tags: , ,

Posted in: Document Management System

Leave a Comment (0) →

Is AI the Future of Work, or Work of the Future?

Posted by on

Artificial Intelligence is Going to be a Major Game Changer for Industrial Revolution, Which way will it sail?

Ai Artificial intelligence

There is no doubt that our generation witnessed the roots of the upcoming industrial revolution due to the implementation of AI. Robots are going to be the main reason for flipping the face of an upcoming industrial environment. Are you ready to hand over your crucial tasks to a robot?
AI trends are enhancing the future of work by automating repetitive tasks, improving decision-making processes, and increasing efficiency. With the help of AI, businesses can make data-driven decisions, personalize customer experiences, and reduce costs. AI also enables remote work and collaboration, making it easier for teams to work together regardless of location.

However, it might sound exciting but safety and economic transformation are crucial concerns to think of. How to save humans from robotized systems in case something goes wrong?  We have reduced salaries because of some tasks being done by robots? Will human workforce requirements drastically slope towards the south? To give an answer to these questions, it is unavoidable to regulate the process of AI development and the integration of humans and computers.

90% of Jobs Now Require IT Skills
Millions of people still with insufficient Basic IT skills
Digitization created Millions of New Jobs
Human work is being evaded by the robots

Now how all these will be lined up in a productive way?

Will AI Ever be Better Than Us?

Artificial Intelligence (AI) has a long way to go before competing with humans. Undoubtedly, robots are much better than humans in computing and doing repetitive tasks. Basically, there are two types of AI: Weak and Strong. The neural networks that serve as a base of modern AI devices look like having the same working principles as a natural human brain, but actually, they haven’t. Neither robotic programs can analyze and make particular decisions as effective as humans nor even surpass them. Thus, comparing AI and human intelligence is reasonable.

However, robots might beat humans doing various planned tasks but it can turn scarier to trust a machine in decision-making prospects. Resultant, it is good to support AI to lessen the workload of humans but an evasion of human interference is not a cool idea.

Apart from that, we have to think about how society will accept robots who would deal with lots of day-to-day issues instead of humans. This is a future challenge for science communicators and journalists, as they will have to explain to people how to live in this new world.

Tags: ,

Posted in: Business Process Management, Document Management System, Learning Topic

Leave a Comment (0) →
Page 17 of 19 «...101516171819