Document management is a common challenge for CEOs, managers and decision-makers in many companies. The main problem is that the volume of data and information handled by organisations today is very complex. This is because it comes from a variety of sources and formats.
This means that in order to effectively handle the large amount of information generated in a company, it is essential to optimise document management. This can be done by implementing a document management system.
Fortunately, the latest technological advances are working in our favour. We now have very efficient applications and software to optimise document digitalisation processes, including the digital capture of information. This allows us to optimise information flows and avoid the loss of information derived from the collection of data on paper.
What are document management systems for?
Want to know more about how to digitise your document management processes? Read on:
Document management automation and its levels of implementation
The document management process automation is a process of improvement that saves time and avoids errors. In short, it achieves a high degree of quality and efficiency in everything related to the company's information management.
Automation can be implemented at two different levels:
- In the processing of the data received. This involves the automatic collection of different types of documents. It also involves subsequent validation of the information and use of the data extracted.
- In the automated generation of documents. The data collected in the previous stage, allows new documents to be generated: invoices, contracts, forms, etc.
Start digitising all your document management today with our mobile app!
What are the phases of a document management system?
Within the extraction of documents we can distinguish the following three phases or stages:
Extraction: Depending on the type of document, one type of extraction system is used:
- Structured documents.
- Semi-structured documents.
- Unstructured documents.
Validation: After the data extraction phase, the automatic document processing tools verify the validity and quality of the data. This checks that they comply with the requirements of internal policies and business regulations.
Enrichment: Finally, the value and quality of the data are enhanced by adding characteristics and attributes from external sources.
What are the documents that can be automated by each department?
These are the types of documents that you may be most interested in automating using a data capture and management tool. Although the list is not exhaustive, it is recommended that you expand or adapt it to your needs.
Human Resources (HR)
- Employee documentation management
- Employee performance management
- Administration of company policies
- New employee on-boarding
- Holidays and absences
- Reporting of hours worked
Finance and accounting
- Invoices
- Transport Cargo Billing Guide
- Order form/purchase order form
Logistics
- Invoices
- List of contents
- Packing list
- Pick-up tickets
- Shipping invoice
- Customer contracts
- Arrival forms
- Delivery forms
Operations
- Work reports
- Quality reports
- Incident reports
- Sales reports
Keys to implementing a correct document management system in your company
In order to manage a company's documents correctly and practically, we must define and implement an agile and optimal document management solution, which includes protocols and tools that enable us to:
Optimise the recording of the company's different processes and work. The recording, gathering of data and generation of new documents must be fast and in digital format. In today's world, it is essential to follow mobility criteria. It is essential to work on the digital capture of data in the field in order, for example, to avoid rework when returning to the office, such as manually entering information and photographs into the software.
Centralise and integrate all information. It is important to have tools that allow easy centralisation of data captured by different departments within a company. In addition, they must be able to connect with other central software such as ERPs or CRMs.
Report problems, incidents or new developments to the interested parties. The information management tools should provide cloud storage and manage your documents in an agile way. Ideally, they should be able to send automated emails with information of value to stakeholders.
Optimise corrective action processes. Today's modern document management methods go beyond simply organising data. Used correctly, they can, through traceability systems, quickly detect any problem. It can also propose the necessary corrective action to resolve the incident as soon as possible.
You may be interested in the Benefits of automating your company's processes.
How can Kizeo Forms help you automate document management?
Kizeo Forms is a cloud-based software that allows you to collect data and generate various documents or digital reports. This is done in a quick and simple way. It can also facilitate the automation of both received or captured documents and the generation of new ones.
This tool can be useful for any industry or department of a company that needs to digitise paper-based processes. It can also help with a better organisation and monitoring of staff who are out of the office. Specifically, it allows you to: create checklists, reports, forms, and product inventories. You can also generate delivery notes, work reports, payment templates, etc.
With Kizeo Forms you can:
- Create forms with a simple drag and drop form builder adding various smart fields. You can, collect the data from the field through our mobile application.
- Automate multiple processes, manage teams, manage tasks and monitor work done. This can help you optimise multiple processes using a single tool.
- Share and transfer data among different teams and stakeholders. You can also analyse the data collected and put in place necessary corrective measures.
- Integrate the data to various software thanks to our API.
It is an ideal tool for automating workflows, file management, sharing and collaboration, access control and a lot more!
Among the key features of Kizeo Forms, we have:
- Capture data in the field in real-time with the mobile app (available on iOS and Android).
- Automatically linking all this information with other company software: ERP, CRM, document management software, etc.
- Sending automated reports to supervisors to optimise the validation processes of this documentation.
- Planning and assignment of work to field staff to streamline and improve the organisation of your teams.
- Centralisation of all data collected on a secure platform in the cloud.
- Export of individual or consolidated reports to facilitate analysis.
“We use Kizeo every day within the business. I am an advocate for Kizeo within the UK. I am championing its implementation within all areas of the business within the UK. At present, we have completed 6222 forms and there are 49 types of forms.
The forms we use are timesheets, risk assessments, permits, electrical testing certificates and a suite of health and safety forms. I have created all the forms we currently use. All levels of the organisation use the forms from operators on site to directors. The transition has been great and people are getting excited and realising the benefits.”
Gianluca Di Fruscia
Continuous Improvement Manager, BOUYGUES ENERGIES & SERVICES SOLUTIONS