As your business grows and scales, you must enhance your ability to process vast amounts of information—swiftly and accurately. 

Whether it is business emails, legal contracts, handwritten forms, or vendor invoices, the amount of data and documents you must handle grows exponentially.

Artificial intelligence (AI) and Machine learning (ML) are emerging as must-have technologies for efficiently managing vast amounts of digital data and documents. 

In this article, we look at the multifaceted advantages of Intelligent Document Processing software (IDP) and understand how AI/ML is reshaping document management to unlock the true power of business data.

RDS offers a comprehensive IDP solution that automates document processing to propel efficiency and precision to an entirely new level.

Understanding Intelligent Document Processing

IDC predicts that by 2024, 175 zettabytes of data will be generated annually worldwide. But consider this: Much of the valuable information in these 175 zettabytes is locked in unstructured data in emails, scanned text, and PDFs that need manual processing—if you rely on traditional document processing.

Manual processing of paper documents or digital data is time-consuming and error-prone. Most importantly, it creates hurdles to scalability and growth. 

Businesses must transition to intelligent document processing technology to realize the full potential of their data.

Let's understand what intelligent document processing is and its components.

Defining IDP: What is Intelligent Document Processing?

Intelligent document processing is a software solution that leverages the power of automation, specifically advanced artificial intelligence (AI) and machine learning (ML) algorithms, to process unstructured or semi-structured data with minimal manual intervention.

IDP takes document processing a step further from the traditional document scanning and optical character recognition technologies that allow businesses to convert paper documents into digital files.

Intelligent data capture technology automates the extraction of crucial data from digital files and enables intelligent categorization of digital files for accurate and automated indexing.

IDP is revolutionizing how businesses handle document-based data.

Businesses that adopt intelligent document processing software will enjoy a spectrum of benefits, enhanced efficiency and success in a data-centric landscape.

RDS offers high-speed bulk scanning services to convert paper documents to digital files. We use and recommend OpenText Intelligent Capture to automate the ingestion of vast amounts of unstructured and semi-structured data using a combination of intelligent process automation and machine learning. It recognizes all document types—emails, scanned images, handwritten forms or printed invoices.

The Benefits of Intelligent Document Processing Software

A comprehensive IDP solution can empower businesses in several ways.

It is pivotal in supporting businesses on their digital transformation journey as operations become increasingly data-dependent. Business owners need reliable, real-time take to make informed decisions. Operational staff members need speedy, optimized workflows to handle the increasing scale of operations, and managers place a premium on operational accuracy and efficiency gain.

Let's look at the key benefits of automated document processing software.

Streamlining Document Workflows

• Efficient Data Capture: An IDP solution features sophisticated AI/ML algorithms to automatically capture key data from both structured and unstructured documents. It supplements the traditional capabilities of optical character recognition (OCR) software with advanced Natural Language Processing (NLP) technology to enhance its ability to read and understand the text within digital documents.

• IDP improves operational efficiency by eliminating unnecessary manual tasks and manual errors. So whether it is an email (unstructured), invoice (structured), insurance claim form (structured), or even handwritten notes (unstructured), AI helps process documents contextually and route them to the appropriate workflows without any manual intervention.

• Enhanced Accuracy: ML algorithms used in IDP software allow it to learn and improve its performance incrementally. The more you use the software, the better it learns from previous data. That's how it delivers enhanced accuracy in data recognition and processing. Due to its intelligent character recognition capabilities, it can recognize different fonts or handwritten text with high accuracy, reducing the need for manual data validation and producing reliable and error-free data.

Improving Business Efficiency

When time-consuming tasks such as manual data entry and validation are rendered obsolete with advanced automation, it saves time and resource costs. 

It frees up valuable time for staff members and allows them to engage in activities that directly help with revenue or business growth. Your teams can handle increasing scale without adding extra staff.

Better resource allocation not only improves overall productivity but also keeps employee morale high and enhances job satisfaction.

Enhancing Data Accessibility and Retrieval

A data-driven business landscape demands instant access to up-to-date information at the click of a button. But when incoming data is in unstructured formats, how do you process it fast enough to make information instantly accessible? 

IDP eliminates manual search and retrieval methods. Employees no longer have to search through folders and files. It enables a robust search functionality built on automated and accurate indexing and intelligent categorization of documents. Intelligent capture technology indexes documents based on relevant keywords, metadata, and other criteria, such as customer names, invoice numbers, and product codes so that the right information can be located quickly and easily, even in large databases.

Ensuring Compliance and Security

IDP creates a repository of all business documents, such as contracts, vendor invoices, purchase orders, and financial records. All documents are up-to-date and accurate and can be instantly retrieved for audits and compliance requirements. Moreover, sensitive business information is securely stored in encrypted formats with stringent role-based access controls. Any access, modifications or deletions to files in the database are logged into audit trails and activity logs. This enhanced level of data security protects valuable information and helps you comply with data privacy and information governance regulations.

Transforming Decision-Making

The true value of business data is not just in having numbers to quote or measurements to track; it is in identifying consistent patterns or anomalies that alert business owners and key stakeholders to early trends so they can make agile and real-time decisions to improve business performance.

IDP transforms business decision-making by enabling insights from real-time data analytics and reporting.

Accurate and up-to-date information about operations means that the business can respond quickly to changing market conditions.

Leverage the Transformative Power of Intelligent Document Processing Software with RDS

There is little doubt that adopting Intelligent Document Processing software will bring about a transformative shift in the way your organization handles documents and data. For instance, when incoming documents are received and processed in a digital mailroom using an IDP solution, the technology can differentiate between a job application and a purchase order or an invoice. It automatically ingests the key data, converting it into files that can be swiftly processed further—without errors. It also then routes the information to the relevant individuals.

Speedy workflows improve organizational efficiency. Automation ensures high accuracy. Better resource allocation ultimately enhances the employee experience.

Connect with RDS for a comprehensive IDP solution that encompasses professional document scanning, intelligent data capture, powerful automated indexing, and specialized automation solutions such as process optimization, workflow automation, and automated invoice processing.

Talk to an RDS expert today to discuss how your organization can leverage the transformative benefits of intelligent document processing software.