Document processing is a fairly uninspiring phrase, but it refers to a suite of technologies that have the capacity to revolutionise how offices operate. Put simply, it means taking physical, paper documents and turning them into electronic copies. At its most simple, this means scanning them and turning them into straightforward images. But at its most sophisticated, it involves techniques as advanced as handwriting recognition software, which can be taught to ‘read’ different styles with a very high level of accuracy. The resulting editable documents can be kept on a document management system, which can be thought of as an electronic filing cabinet – though with some big advantages over the traditional metal monstrosities that sit in the corner of the office. Lastly, invoice processing brings the same advantages for the accounts team, so all the invoices an organisation receives can be dealt with in the same way.
Broadly, then, document and invoice processing shift you away from using physical documents and more into the arena of the electronic. Paperless offices are desirable for all sorts of reasons, both financial and environmental. Not only that, but bits of paper get lost. When memos and reports go astray, vital pieces of information are lost. When invoices are binned, suppliers don’t get paid on time. That can easily lead to bad feelings and a breakdown in relationship. Of course, emails, Word documents and other electronic communications can and do go astray too. But automated back-up processes mean that it is far harder to lose something forever, and when accounts are put through the computer then forgetting to deal with something is far less of a problem.
Document processing bridges the divide between old and new: the traditional, paper-filled office and the business which doesn’t use any physical documents at all. As more and more of what we do is being moved onto computers and online, it becomes more important not to overlook that part of our business which still takes place in the ‘real’ world. This is one reason that invoice processing is required: organisations will typically be used to paying invoices in one or other format, and may not settle as soon the ones they are less familiar with. Document management systems allow all employees with the right clearance to view files, making for greater transparency and ease of sharing information.
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