The 7 Main FAQs About Document Processing

The 7 Main FAQs About Document Processing

Why is Document Processing Important for Businesses?

Document processing has become an essential part of the modern business process, with many different levels and types of paperwork to manage and deal with daily.

It's crucial that all companies, from the largest to the smallest, employ some document processing service to ensure their employees stay on top of all the work needed to keep everything running smoothly and efficiently.

This post will outline document processing and why any business must take advantage of it.

Read on to learn more about document processing.

What is Document Processing?

Document processing is the electronic management of documents and the data within them.

That can include anything from scanning and indexing documents to storing them electronically and making them accessible to employees.

Documents come in different formats, and file types and typically hold specific information.

While old manual document processing approaches result in error-prone, time-consuming processes, they also demand that you be involved in the lengthy procedure.

But still, it's important to extract all this value from those documents so you can use them downstream - something impossible with complex manual document processing methods.

That is why automating document processing through modern technology has become more popular than the old-fashioned way of doing things.

How does a business get started with digital archiving?

In the past, businesses would keep physical copies of important documents.

However, this took up a lot of space and made it difficult to access documents quickly.

With digital archiving, businesses can scan their documents and store them electronically; this takes up less space and makes it easy to find and share documents.

These are the steps that you should take to automate the document processing:

  • There are specific rules that govern document processing. Once you have determined those rules, the team implements structure and layout extraction.
  • OCR, also known as optical character recognition, is a method that allows the conversion of scanned documents into digital data. Another intelligent technology is handwritten text recognition (HTR), which can recognize texts written in standard letters and even different font types.
  • As OCR technology is sensitive to errors, you must review the data manually after the extraction operation completes.
  • Whenever you process a document or notice a mistake, you can flag it for manual inspection so your team can correct it later.
  • A user-friendly format allows the processed documents to integrate easily with existing business applications.

What are the Uses of Document Processing?

Document processing has many uses, including sorting, filtering, creating, and manipulating data.

It can automate tedious tasks, making them faster and easier to complete.

Additionally, document processing can help you control access to information, ensuring that only authorized personnel can view or make changes to sensitive data.

Overall, document processing can save businesses time and money while improving security.

The process requires minimal training, which is an ideal option for small business owners who need to get work done quickly.

In addition, document processing software may include keystroke logging detection or file encryption - essential tools in the digital age.

Several government agencies worldwide require this technology to comply with HIPAA regulations.

What are the benefits of Document Processing?

There are many benefits of document processing for businesses. Let's discuss a few below:

  1. It can help to save time by automating repetitive tasks.
  2. It can improve accuracy by eliminating human error.
  3. It can help to improve customer service by providing faster turnaround times.
  4. It can help to reduce costs by reducing the need for paper and other resources.
  5. It can help to increase efficiency by allowing employees to access documents from anywhere.
  6. It can help to improve communication by providing a central repository for all records.
  7. It can help to protect sensitive information by keeping it confidential and secure.
  8. It can help to standardize workflows and procedures.
  9. It can help businesses to go green by reducing the need for paper documents.
  10. Document processing can help companies to meet compliance requirements.

Is there any risk to going digital?

As businesses increasingly move towards digital processes, it's essential to understand the implications of this shift. While going digital can undoubtedly benefit, there are also some risks.

One chance is that of data breaches. Information stored electronically is susceptible to hacking, but you don't have to worry about using the right software.

Additionally, digital processes can be more challenging to manage and monitor than paper-based ones. That can make it difficult to track errors and prevent them from happening in the future.

Finally, digital documents can be lost or corrupted more quickly than physical ones. For example, a power outage could destroy electronic files while paper documents would be unaffected.

Despite these risks, many businesses still choose to go digital because the benefits outweigh the risks.

Most companies already use digital tools such as email and word processing software every day, so adopting another digital process isn't much different - they're just adding another element to their current workflow.

Who can help me implement this in my organization?

A few key players can help you get started with document processing in your organization.

First, you'll need to find some quality document processing software. And finally, you'll need to find a reliable document processing partner who can help you with the transition and provide ongoing support.

LogicalDOC can help you process documents automatically, including sorting, categorizing, and tagging them, which can save you time and effort, especially if you have many documents to process.

LogicalDOC can also help you keep track of your documents and version control, so you always have the most up-to-date versions.

That can be extremely helpful when collaborating with others on a project or sharing documents with clients. It doesn't get better than that. If you want to automate your document processing process, contact us today!

 

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Antivirus integrated in the DMS

Increase the security of your document archive with the integrated antivirus

How to leverage the virus scanning feature in the document management system to enhance the security of your bussiness data

Today we want to talk to you about a feature unknown to most but nevertheless present in LogicalDOC since version 7.1

This is the Antivirus scan function. This function adds a substantial level of security to your document archive and allows you to limit the spread of viruses within your company.

How does AV security work in a document system?

By performing a scan during the initial phase of document creation, LogicalDOC prevents an infected file from being inserted into the system, and therefore that the same document can then be spread within your company network, possibly propagating an undetected infection. Or simply avoiding that the document is added to the document base, no user of that document will have to suffer any relapses from possible infection.

It seems little to you, just think that according to Verizon's 2022 - Data Breach Investigations Report (Dbir), ransomware attacks (with data seizure and encryption) have increased by 13% in just one year.

Data breaches cost organizations millions of dollars - the average cost has increased 10% from 2020 to $ 4.24 million across industries and 29.5% to $ 9.23 million in healthcare, and the fallout is even more damaging than the initial losses. Repair costs triple the initial damage, and legal repercussions can add millions to the total bill.

Protect your documents and information with AV scanning

Now, as we said, LogicalDOC has been integrating a document scanning system for several years, but have any of you ever used it?

Very few of you have done so; however, you should be educated on how to get the most out of this feature and limit the risks to your documents and your business.

The virus check in LogicalDOC is entrusted to an external tool: ClamAV, an open-source antivirus package created by none other than Cisco System Inc.

In LogicalDOC the function is accessible from the Administration, Security, Antivirus menu.

Antivirus tool settings in LogicalDOC

From this screen you can enable the Antivirus feature, set the command path (ClamAV could be installed on a different location), and configure on which file extensions the AV scan should be launched. LogicalDOC promptly invokes the clamscan.exe command on each new file added to the system (even for new versions).

However, few people know that it is advisable to update the database with the virus definitions for the antivirus to catch the virus's trace. This is a fundamental aspect because we cannot think that an AV scanner with a database never updated or updated years ago can effectively counter the threats of a virus in 2022.

The update can be launched manually using the freshclam.exe executable from the command prompt.

The freshclam.exe command, which downloads the DB with the virus definitions, can be configured via the freshclam.conf file

Optimize AV scan execution

Now another virtually unknown aspect is that running a scan with the clamscan.exe command is a lengthy process that takes many seconds, even 15/20 seconds per file, depending on your system's performance. Most of this time is spent by the command loading the definition of the viruses to be scanned into memory.

Few people know, however, that a cost-free and incredibly performing alternative is already available. In fact, ClamAV in version 0.105 provides another command called clamdscan, which invokes a resident service/daemon to perform the scan. Since the service running on the system has already loaded the virus definition, scanning the document will be enormously faster and practically immediate. The time required will only be equivalent to the actual scan time since the service has already loaded the virus definition into memory.

So, for the same document that previously took 15 seconds to scan, now the time needed will be only a fraction of a second.

To configure AV document scanning using the clamdscan executable, you need to follow these steps:

1) Open an elevated Windows DOS (Command Prompt in Administrator Mode) and navigate to the install directory.

2) Run the following command:
clamd.exe --install

3) Start the ClamAV ClamD system service and set it to start automatically

net start clamd
sc config clamd start=auto

At this point, it is advisable to check from the prompt that the clamdscan.exe command is running correctly by scanning a file.

Super-fast Antivirus scanning via the ClamD service

If the scan is successful, change the path of the Antivirus command in LogicalDOC by entering the complete path of the clamdscan.exe command.

For example: C:\LogicalDOC\clamav\clamdscan.exe

Save by pressing the "Save" button and that's it.

Notes and tips

We recommend setting up a scheduled/planned activity that runs the freshclam.exe command daily to update the virus definition.

Obviously, this aspect has many facets; just look at the freshclam.conf and clamd.conf configuration files to realize this. However, one thing worth stressing is the ability to configure a log file that contains information about running the scan. Also, carefully consider the many options available for scanning Doc, executable, archive and Html files.

For more information on these aspects, see the documentation offered on the website https://docs.clamav.net/manual/Usage/Configuration.html

Ultimate Guide to Enterprise Document Management Software

The Ultimate Guide to Using Enterprise Document Management Software!

Overview

Ever since the inception of your business, you're dealing with heaps of business data, existing primarily in paper form. However, the data can get too much, and, in some circumstances, you might not even know the whereabouts of specific files.

In simple terms, it can get overwhelming and can drastically impact your business's efficiency. But you didn't start your business empire to see it slowly crumble and let someone else take it over, right?

Well, you need something to organize your data in simplified file formats. Nothing can do that better than an Enterprise Document Management Software!

Wondering what it is?

Let's dig deep to find out… 

But What is An Enterprise Document Management Software?

It's a document management system (DMS), enabling you to organize all the business documents (both digital and paper files) in a single, accessible repository. In simple terms, it’s an electronic document management system (EDMS), helping you go paperless and mainstream your business operations.

You can organize, store, index, and protect different business documents in EDM software. But that's not it. Suppose you even have documents existing in paper format. In that case, EDM has scanning features, allowing you to capture and store the digital version of the paper document.

However, EDM technology has snowballed in a few years, and the burst of innovations in various document management solutions has left many people confused. For example, you see, many people confuse EDM with content management system (CMS) – a type of software with many points in common.

Yes, we know they seem similar, but there are some notable differences between them. Let's help you out in distinguishing between the two platforms.

Classification between EDM and CMS

To burst your bubble, both these platforms are part of the same boat. But then, what makes these two different? Hang on, we'll get on that in a bit, but let's first understand CMS.

CMS software can manage multiple types of digital documents. Hence, now you can not only manage PDFs and word files, but you can also handle images, audio files, web pages, and flash files with CMS.

In simple terms, CMS is the bigger picture, and within that lies EDM. So, you see, both of these systems have a lot in common, but they have varying characteristics and applications. Let's start identifying the differences between the two. 

Type of Content

EDM is used to organize paper, structured, and electronic documents. However, an ECM has more to offer – it can capture, manage, and store various kinds of structured and unstructured documents such as videos, audios, contracts, purchase orders, and receipts.

Features

Since an EDM is mainly used for managing business documents, it has features such as optical character recognition (OCR), handprint character recognition (HCR), optical mark recognition (OMR), signatures, stamps, etc. However, you cannot find such tools in a CMS because you don't need them there.

What's In It for Me?

If your organization is still paperless, just observe the number of documents you create each day. You may be surprised by the number. For example, let's say you're in a B2B organization. In such a situation, your business may contract with many different organizations.

Contractual info, pay orders, personal details, supplier's orders – we haven't even started, and the list can go on. Hence, it creates a cluster of documents, and there is a high probability of misplacements.

According to one study, almost 86% of respondents admitted that they face challenges when retrieving a particular document.

To avoid any misplacements and document clutter in your business, EDM is what you need.

But that's not all. Here are the notable benefits of incorporating an EDM in your organization.

High Storage Capacity

The documents can have high storage requirements, and when you have thousands of them, you surely need a large storage capacity. Fortunately, EDMs have increased storage capacity, allowing you to store a large volume of data at a central, focal location.

Organizes Data at a Central Location

As mentioned above, you get to save every piece of your business data in a single repository. Moreover, each data piece is classified with specific metadata (a reference). Hence, you can retrieve the required fragment within seconds by typing a distinct keyword, topic, index, etc.

Now, you don't have to dig up piles of documents; with just one click, you can get your required data. Isn't it great?

Data Protection

So, you have heaps of files locked out in a warehouse. What if there's a fire or flood at the warehouse? Or what if the files are stolen? Hence, theirs is an inherent risk, enough to destroy your business empire.

Not anymore!

With an EDM, your data is backed up on your devices and the Internet. But what if the files are hacked? Well, don't worry. EDMs are stored on a cloud-based platform having multiple security SSL layers. Hence, the system is safe and out of reach of hackers and malicious cyberattacks.

Collaboration and Sharing Documents

An EDM allows you to share data files with internal as well as external users. You don't have to print files and continuously ping up suppliers. You can give them access to documents with a single click, and they can view them at their ease.

Tell Me More About the Working of an EDM!

Representation of the operation of an EDM softwareAt the start, you might be clueless about using an EDM. But don't worry. Although EDM software can differ significantly, let us break down a typical process.

Data Capture

The process starts with capturing and digitizing data on the EDMs. Here's how you can catch different types of data:

  • Paper-based documents: these are scanned and assigned a specific index term (for reference)
  • Emails: Document management software can also capture emails and their attachments, storing them on the basis of the recipient, subject line, or sender.
  • Business reports: business systems generate reports, which can be automatically captured by a document management system.

Centralize

Once the relevant data has been captured, it is stored in a central document storage area, i.e., an electronic file cabinet. This pivotal position holds and manages data coming from various sources. On this platform, you can provide access to relevant authorized people who can use the data.

You can even control the security and view the version history of a particular document.

Retrieving and Distribution

As mentioned earlier, all the data files are saved with specific metadata or index term. Search engines on the platform enable you to retrieve the data quickly.

Moreover, you can grant access to the relevant stakeholder who requires the specific document.

The Ideal Enterprise Document Management System!

Till now, you must have got the hang of the usefulness and process of an enterprise document management system. But before you go out purchasing software for your purchase, let us tell you there are a lot of providers out there.

Hence, you need to be careful. There are some essential features that you must have in your EDM. Before you make your purchase decision, look out for these features:

  • Check-in/Check-out: A feature that helps with editing and formatting the documents
  • Version Control: You can check the previous edited versions of the document by using this feature.
  • Keyword Search: Your software must have a relevant filter to quickly search for documents
  • Security: It helps with limiting the permission access to authorized personnel.
  • Audit trail: It helps you find out every edit made on a document
  • Document Sharing: This goes without saying. Your software must be able to provide access to different parties.

Here it is - the complete list of the bare minimum requirements for a perfect EDM system.

Streamline Your Business with EDMS!

An EDM system offers endless benefits to upgrade your business's efficiency. But it all comes down to the software you're purchasing. You know when you need one if:

  • You can't manage and organize documents
  • Your business efficiency is getting effected
  • You face delays due to document-related problems
  • You are facing compliance issues regarding document-related problems
  • Book-keeping and account-related problems often get tricky.

Tired of all such problems? Want to see your business achieve new heights of efficiency, enabling you to churn in more profits?

Hear us closely as we have something in store for you – a special EDM software with all the crucial features, ready to take care of all your business needs. Here's is how it'll help you out:

  • Provides both content and records management
  • The web-based interface supports document friendly options
  • Allows setting security roles
  • Enables audit of enterprise records and registers
  • Allows running multiple tasks all at once

That's not all. This software is available in three different deployment functions:

  • Stand-alone

            The software is directly installed in your operating system.

  • Shared-Server

            Software is installed on a specific server within the organization. It stores documents at a single location, and it's accessible to all the workstations in the organization.

  • Cloud-based document management server

            Access your business data anywhere using the Internet. The cloud storage platform allows access to data online 24/7.

Make Your Life Easy with LogicalDOC!

LogicalDOC is here to take care of all your business problems. With the necessary features to organize your business data, we are ever ready to help you out.

Reach out today to check out our various offerings!

 

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Workflow Automation Business process Organization Innovation, Business, people

Business Process Management and Workflow Automation

Insights on Business Process Management

and Workflow Automation

While Business Process Management (BPM) is a distinct subject, it is strongly related to document management and workflow. Documents are used in almost all business procedures. Decision-making is also a part of the business process. Identifying and electronically recording, or mapping, your business process and its rules are known as the workflow process, or at least automated rules-based workflow. This allows systems to make rules-based judgments, allowing your company to do business more quickly. Employees who perform various functions in various departments are now aware of your company's workflow.

Your procedures are a significant resource for your company. On the other hand, your employees take this information home every day. Who takes over their responsibilities when they call in sick, resign, or get promoted? Do their successors, most critically, know what to do? Even worse, are you paying your staff to perform routine tasks?

The value of an employee comes from their ability to make judgments that cannot be automated rather than from their ability to execute repetitive duties. Why do we pay employees to perform the same thing every day? Although not all jobs can be entirely automated, your employees will be considerably more productive if you have a well-defined document management procedure.

Processes in Business

What is the definition of BPM (Business Process Management) ?

It's spending the time to learn about your company procedures so you can figure out what the best ones are. Just because a company has been using the same approach for years does not indicate it is efficient. BPM begins by examining the present condition of business processes, or the as-is state.

The next stage is to figure out what the best methods are or what the to-be state is. You may then automate the workflow to eliminate previously needed employees' phases after discovering, mapping, and simplifying your processes. This is the power of business process management (BPM) and workflow process automation.

Automation of Workflows

If you use your Document Management System to automate workflow processes, you must first identify the documents and the procedures for each step. We may include procedures in our invoicing example where the department seeking the original purchase files a buy request. The system could go through the demand to see whether it's within budget or if it's from a trusted vendor.

The purchase request might be automatically authorized, and a purchase order created if everything meets the established requirements. If anything does not comply with the automatic approval standards, the purchase request may be forwarded to a higher-level individual for approval. After that individual approves or rejects the request, the procedure can proceed to the following automated phase.

The instance above may or may not be representative of your business policies. It makes no difference. BPM is the process of identifying your processes' rules to automate them. Furthermore, business process management (BPM) isn't simply for accounting. Business Process Management can review every business process in your company, from sales to human resources, from contract production to claims processing.

Workflow Mapping Business ProcessesLet's fast forward to when the vendor sends the purchased items. An automatic message to the department to pick up or check their shipment might have been triggered by receiving paperwork being filled in at the loading dock. The load may subsequently be subject to department approval. Once the cargo has been approved, an accounting notification may be sent to settle the invoice and take advantage of the discount.

Every firm is unique and has its own set of requirements. What is constant is that most procedures can be automated to increase efficiency. Records management and compliance are the last pieces of the document management puzzle.

File Management Software with IT expert working on laptop computer

What exactly is file management software, and why do you need it in the first place?

File management software systems, often known as file tracking software or file managers, are used to organize and maintain data files.

Its powers are restricted, despite the fact that it is intended for the management of individual or group files, such as office papers, records, and other information. It gives the user the capacity to work with several files at the same time, creating, entering, changing, querying, and producing reports.

It's simplest to conceive of file management software as a component of your broader information management strategy that serves as an organizational component.

Your operating system maintains a hierarchical file system (directories contain files that are subdirectories beneath them), but your file management system allows you to organize data based on how files and folders are named, how nested folders are organized, and how the files contained within those folders are handled by the user. This thus makes it easier to search for and find files in the future.

The advantages of utilizing a file management software solution

The majority of the advantages you'll reap from using a file management system or file tracking software are dependent on your ability to access and organize your files. They are as follows:

  • Files should be organized so that they can be accessed quickly.
  • Searching for files is simple.
  • Storage and retrieval that is safer and more secure
  • Improved file tracking for the purposes of archiving and deleting files
  • The abolition of paper-based filing systems

What LogicalDOC can do to help you with your file management

LogicalDOC is a single business information platform that allows you to manage content, procedures, and cases all in one place. LogicalDOC changes companies across the world by enabling them to become more flexible, efficient, and successful. LogicalDOC provides enterprise document management (EDMS), case management, business process management (BPM), enterprise file sync and share, and capture all on a single platform.

It is common to discuss LogicalDOC's file tracking capabilities while discussing file management using the software package.

LogicalDOC allows you to save your electronic files on any network-discoverable file share – from Windows or Linux file servers to purpose-built storage devices – without having to install any additional software. Therefore, you won't have to invest in an expensive storage solution for your LogicalDOC system as a consequence of this feature.

For any file in your system, LogicalDOC allows you to keep an infinite number of live, online copies, which are accessible from anywhere. If you have any hardware or network issues that prevent access to your primary file servers from continuing, LogicalDOC will automatically fail over to secondary copies to guarantee that your business does not suffer any interruptions.

Read on to find out more about LogicalDOC's file storage and archiving solutions.

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