Dossier: Automated Ged, what added value?

With automation, electronic document management (EDM) applications can go a step further in favor of dematerialized organizations. The stakes are multiple: increased efficiency, of course, but also better reliability and traceability. To further automate, it will be necessary to identify the flows, eliminate tasks without added value, model, test, implement… Properly deployed, the method will make it possible to take better advantage of the chosen solution. An evolution that publishers take into account, having expanded their Ged with wide possibilities of automation. Human resources, accounting and invoice, mail: the trades appreciate!

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In summary

Automation has been at the heart of discussions for several years now. In trade fairs such as Documation, Salons Solutions or e-Futura, it has become an essential subject of document engineering.

In a very concrete way, it is now present in the following three documentary processes: transaction processing, accounts payable and document security management. According to a comparative study conducted in France by Kofax among 800 executives, “digital has highlighted a gap between companies that have transformed through automation and artificial intelligence and those that have insufficiently invested and find themselves slowed down by an analog corporate culture.

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For so-called “analog” companies, some tasks are indeed still carried out “by hand”: copying and pasting data from one source to another or applying business rules throughout the process… Dull, time-consuming, unrewarding for employees and liable to generate data entry errors, they are detrimental to the company’s efficiency.

RPA (robotic process automation) technology is promising: capable of performing tasks 24 hours a day, it has an unbeatable accuracy rate.

Its impact on productivity is also unbeatable: a report by the firm IDC Financial Insights estimates it to save 50 to 90% time. Another argument in its favour: employees, who are freed from repetitive tasks, can be assigned to new missions with greater added value.

Dossier Automated Ged what added value

Three major challenges

Unsurprisingly, the Covid-19 health crisis and the generalization of teleworking have played an accelerating role in raising awareness around the automation of document and business processes. For the VSE/SME sector alone, the Markess firm estimates that three major challenges will have to be met in the coming years:

  • The need to better share documents in the business ecosystem (customers, suppliers, partners), as well as the need to secure and protect data;
  • The compliance of documentary processes, in particular with the implementation of new regulatory changes in the digitalization of companies;
  • Reducing document processing costs, with the automation of business and document processes, such as workflows, BPM, AI, etc.

On this last point in particular, companies are showing a clear desire to digitize and automate their business and document processes. The related activities should therefore grow by more than 22% by 2025.

Convert unstructured data into structured information

Among the many functions eligible for automation, mail is directly affected by RPA. “Even today, mailrooms are very active in many organizations and many stages of their activity can be digitized or automated,” says Alexis Vernières (Kofax France); “For mailrooms that are already digital, the next step is to extend to digital flows, in particular through the processing of incoming documents by email or through the company’s external portals. »

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In his view, the digitization of mailrooms is now a given, but it is not enough: “The digitization of mailrooms can go further and rely on documentary intelligence which is based on cognitive capture and artificial intelligence to convert unstructured data into structured information.

AI and automation of integrated processes (natural language processing, machine learning, mobile capture, low code development, etc.) optimize the processing of documents in the front office and in the back office”.

Towards smart digitization

Another function impacted by automation, scanning is becoming smoother and more efficient. Thanks to its processing capabilities, AI is able to process various document formats: paper, electronic documents, sound files, photographs, videos, etc.

Documentary processing itself is always more agile, whether it involves classification, document summary, suggestion of additional data, automatic translation, transcription of telephone communications or even analysis of customer emails thanks to the recognition of positive and negative feelings (opinion mining).

Behind these increased capacities, we can see a new paradigm emerging: it is no longer just a matter of digitizing as many documents as possible, but of favoring multi-channel management. Objective: to converge different sources of data in a logic of optimization of the customer relationship.

Read also: How to automate your processes and workflows? Method

Automation technologies also provide document engineering specialists with significant ease of use, such as Recital’s solution, which automatically classifies and extracts essential data from incoming documents.

These processes are performed with the same precision as a human, but much faster. One of Recital’s customers estimates that automated analysis of a document is now completed in less than a minute compared to 10 to 20 minutes previously.

After simplifying classic capture work (invoice, expense reports, etc.), Recital has focused its research and development on much more sophisticated use cases.
The editor recently launched Extract Tables, a new feature that makes it possible to detect, understand and reconstruct tables within any document.

A promising market and an unknown

Publishers, for their part, have established themselves in this buoyant market, such as Zeendoc and its Ged Zeendoc solution, which allows, among other things, the dematerialization of invoices and the automation of certain processes such as the electronic signature of contracts. sales or the establishment of a reliable audit trail, the sending of electronic payslips or the dematerialization of expense reports.

Globally, several behemoths share a promising market, starting with UiPath, which is now valued at nearly 30 billion euros after yet another fundraising round last year. Same scenario for Automation Anywhere, which has multiplied fundraising and has a valuation close to 7 billion euros.

The publisher recently opened a representation in Paris to conquer the French market. As for Microsoft, after developing its own RPA solution, it acquired the publisher Softomotive.

Remains an unknown. By freeing employees from repetitive tasks, will automation speed up the end of work? According to Forrester Research, ten million jobs are at risk in Europe because of automation technologies…

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Dossier: Automated Ged, what added value?

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