What Is Document Automation?

Document automation also referred as document assembly is designed in order to assist different industries and specifically supply chain management to maintain and assist workflow. Specific logic based systems are utilized to put together segments of text and assemble the document with data from various spheres. This system can be utilized to automate variable text, conditional text as well as data contained within definite set of documents.

Utilizing this system, companies can minimize the time required for data entry as well as reduce considerate time, which is spent in proof-reading. Once the human error can be reduced, the risk associated with erred documents will be reduced too. Benefits of using document automation are saving time, using less paper, saving space of storage, etc. Not only is the taxing time of paper handling processes are reduced, but it is also possible to save cost of faxes, shipping or postage or labors used while telephoning. Using the old ways of documenting reports on a paper involved a lot of wastage too.

In logistics, there are different documentations required for various aspects. There are several invoices, manifestos, lists, sheets, slips, forms of pick ticketing, etc. Moreover, different reports need to be maintained for damaged goods, returned goods, details of the goods, bills of export and import, report of delivery, bill of lading, etc. Contracts are built between consignor and consignee with agreement details and it is important for both parties. Such agreements are also vital for the third party logistic firms as it is to the government.

Initially, such documentation was done manually. Recently with the availability of bar code scanner and RFID, as well as several other software applications, it is possible to either automatically or semi-automatically enter information or prepare reports about the same. Most software systems are high speed document automation systems. There are also manufacturers of document automation which can compare laser printed document placed in the order and apply or insert within the shipping container an automatically generated report.

Document automation systems are also helpful for protection of data within the text. In this age of identity theft and privacy beaching, safety of document is a major concern for both small and large companies. As more and more enterprises are slowly moving towards shopping channels through online inter-phases, use of different ecommerce platforms are common. Unless customers are confirmed that their information is guaranteed to be protected sell would come down. At the same time, it is very necessary to get the correct shipment delivered to correct individual without getting anything wrong in the order. There are procedures and software systems that can document the entire report as well as compare documentation at various levels in different ends.

It was first in 1970 when document automation was first introduced. The basic functions at that time were to reduce the cumbersome strenuous manual filling of repetitive documents. In order to achieve such feat template based systems were used, where there were data entry screen based over a set of questions. The information collected acted as the foundation for the preparation of draft. Today more advanced technologies have been introduced within the system with various forms of programming, which allows the user to create the data or report based on certain rules. Few of the most popular document automation systems are XpressDox, Rapidocs, Exari, Xinnovation, and such others.