How to create intelligent documents

by Adam Johnson | August 19th, 2015 | category: Business Transformation / Cloud Services / Digital printing / Managed Print / Mobile printing / Paperless Office / Scanning

All too often when visiting clients I see the same document processes being followed simply because it’s the way it’s always been done.

This doesn’t have to be the case. No too long ago we didn’t have the ability to scan and store documents, but when this became available it was a great asset. Documents could be saved and stored electronically saving on physical storage and also improving searching for archived documents. Enhancing this was an influx of electronic document storage and retrieval services that made life even easier.

However not all businesses have the resources or infrastructure to implement such a system, so they resort (understandably) to a basic storage system where documents are scanned and filed in a simple file structure. All well and good, however, I regularly see clients scanning a document, sending to client/colleague only for this document to be re-printed at the other end to enable this information to be input into another workflow process. What is simply happening is a picture of this document is being distributed with the recipient having to understand and manage the information presented to them.

All the while this is happening, we are keeping the ‘less paper’ office at a distance.

What is needed is for these documents to be ‘intelligent’ whereby the data contained can be extracted, amended and introduced into workflows or repositories all the while keeping the document digital.

Unbelievably I still sometimes see clients re-typing data from a scanned document into another application. This has a tremendous strain on productivity and also I believe employee satisfaction.

To improve productivity and reduce the need for print there are two simple processes businesses can implement to combat this:

  1. Create searchable, editable documents when scanning. The content & metadata can be extracted into existing workflows allowing a vast improvement in productivity & accuracy. This allows for paper coming into the business to be converted into usable electronic ‘intelligent’ data.
  1. Enable PDF creation, editing, conversion, and collaboration at the desktop. This will enable users to manage existing electronic documents coming into the business without the need for duplication or printing. Again creating an ‘intelligent’ document where existing data can be integrated into the companies’ document workflow processes.

By utilising simple and cost effective software businesses can easily convert static information coming into their business into intelligent data and improve productivity whilst reducing the need for print.

If you would like any guidance or advice please contact us. At Limpio we have the technology to implement these improvements and to help businesses understand the simplicity of this transition we are offering a free 45 day evaluation of eCopy PDF Pro. Please feel free to download here: http://bit.ly/1KvW3ao

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Files can be combined and pages removed or replaced with drag-and-drop ease. View and select pages from a source document—such as Microsoft Word, Excel, PowerPoint, WordPerfect, JPG, BMP , TIF, or XPS—to insert into a target document. Just drag and drop the pages into the PDF file.