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In this opinion piece, Ernie Crawford President/CEO and Founder of software solutions and services provider Crawford Technologies, explains how companies can consolidate fragmented systems, standardize operations and reduce manual effort with Intelligent Document Processing.
Automation is essential for driving efficiency and productivity in today’s business environment. Workflows are becoming more complex and interconnected, making the effective management ofdocuments and data crucial. However, many organizations face challenges in integrating, standardizing and automating their document processes. Why? The fragmentation of tools and systems makes it difficult to achieve seamless workflows, causing inefficiencies and increased operational costs.
The Challenges of Fragmented Workflows
Fragmented workflows are a common problem for businesses that rely on multiple document processing systems. Each tool may serve a unique purpose, but when combined into a larger workflow, they often lead to disorganization and inefficiencies. For example, one system may handle billing, while another manages marketing communications. Over time, this results in scattered processes, multiple job steps for similar tasks and increased manual intervention.
As workflows become more complex, they also create bottlenecks. Manual input is prone to errors, leading to costly rework, delays and inefficiencies that affect the entire organization. Often, disparate systems produce different outputs, making it difficult to merge them into a cohesive workflow. Legacy systems that use old data streams like AFP, Metacode or LCDS further complicate the picture, especially when acquired to address specific needs at different times.
Managing and streamlining document processing may seem impossible for organizations that rely on these disparate systems. However, advancements in artificial intelligence and machine learning — especially when integrated through intelligent document processing (IDP) — are revolutionizing how businesses approach workflow standardization and automation.
How IDP Transforms Workflow Automation
IDP is transformative for businesses looking to embed intelligence into their production output. Companies can consolidate fragmented systems, standardize operations and reduce manual effort. Intelligent information is embedded into every file, document and page, transforming it into a source of actionable data that can be used across workflows.
One of the most significant benefits of IDP is its ability to reduce manual steps. Fewer manual processes lead to fewer errors, faster document turnaround and greater accuracy. For instance, embedding intelligence into print files allows automated systems to handle tasks like setting up mail inserters or managing billing account information with minimal human intervention. This reduces the need for manual reporting and helps ensure that documents are consistently processed according to a set standard.
Furthermore, IDP allows businesses to consolidate multiple input directories into a single, streamlined workflow. This simplifies the production process, ensuring no gaps in communication between different systems. Organizations can address postal processing, barcoding, auditing and mail verification issues without relying on multiple people or systems to manage these tasks independently.
A standardized workflow safeguards that every part of the process, from document creation to delivery, is handled with the same level of accuracy. Automating key steps, such as eDelivery preference management or mail verification, further enhances efficiency. With IDP , even complex processes like print deflection for digital delivery channels or 100% mail tracking become simple, integrated tasks. The benefits of IDP extend beyond the immediate workflow. By embedding intelligence into each step, businesses can future-proof their operations, enabling them to scale up quickly without overhauling their systems. As a result, they can handle new types of work, respond to market changes and grow without adding additional resources or staff.
IDP Success Stories
IDP’s benefits extend across various industries. For instance, a healthcare insurer with more than a million policyholders automated routine tasks and consolidated disparate data using IDP. This reduced errors, improved turnaround times and saved millions in operational costs.
A state government in the Southeast that operates a large in-plant facility streamlined production and reduced overtime by automating document workflows with IDP. Dynamic inserter setups and automated workflows enabled more efficient operations and significant savings.
These examples demonstrate that IDP is not merely a document processing tool, but a strategic solution. It transforms companies by enhancing efficiency, minimizing errors and optimizing resource utilization.
Future-proofing Your Workflow with IDP
IDP’s greatest advantage lies in its ability to future-proof your operations. As labor markets tighten and skilled staff become harder to find, automation through IDP becomes even more valuable. With fewer manual steps involved in document processing, businesses can reduce their reliance on human intervention and handle larger volumes of work with fewer resources. This minimizes the risk of bottlenecks or single points of failure, allowing organizations to keep their operations running smoothly, no matter the challenge.
Now is the time to embrace the future of document processing with IDP as the foundation for smarter, more efficient, modern workflows.
About the Author
A digital document industry pioneer, Ernie Crawford is President/CEO and Founder of Crawford Technologies. One of only a small number of people worldwide with M-EDP (Master Electronic Document Professional) designation, Ernie has more than 30 years of senior marketing and management experience in the high-volume digital printing market.
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