Intelligent document processing technologies can be invaluable in streamlining document management and freeing time, resources, and personnel. As businesses embrace digital transformation, the need to streamline processes and workflows across departments is becoming increasingly important. From automating mundane tasks to optimizing document handling, intelligent document processing technology can help organizations reduce costs and boost productivity.
But before investing in a new system, it’s important to understand the factors you should consider when selecting the best solution for your organization. To ensure that you make the best decision, here is a comprehensive checklist to consider:
Determine what type of document processing automation you need. For example, do you require the extraction of specific data from documents? Language translation? Or optical character recognition (OCR)? Once you know what you need, research and compare the available options to find the best solution for your organization. Make sure the solution has all of the features you need and is compatible with any existing systems.
Consider the scale and scope of the documents to be processed. Is this for a single team or organization-wide deployment? Are there any specific technical requirements to be considered? What is the expected frequency of updates and changes to the documents? Are there any potential legal or ethical compliance considerations that need to be addressed?
Investigate the accuracy and speed capabilities of different solutions available on the market. Make sure that it meets your requirements and that it can keep up with growing demands over time. Additionally, consider the cost of implementation and maintenance as you decide. Be sure to research customer reviews or ratings to make an informed choice. With all these considerations in mind, you should better understand the available solutions and which would best suit your business needs.
When it comes to cost savings, evaluating various pricing models for various solutions is essential. Price-per-use models are often the most affordable way to pay for services since you only pay for what you use. With this model, users can pay as they go, meaning that any extra costs associated with a given service can be avoided. Additionally, subscription models are often recommended for individuals and businesses that need ongoing access to a service or solution. Subscriptions offer pricing discounts and can be easily adjusted as needed. Finally, enterprise agreements provide the most cost-effective solutions since they bundle together multiple services into one purchase at a discounted rate. With an enterprise agreement, users can access a wide range of services and solutions at an affordable price. Regardless of the pricing model, it’s essential to research all available options to select the most cost-effective one. This can help ensure that users get the best value for their money while finding a solution that meets their needs. With these considerations in mind, businesses can confidently decide on their pricing model.
Review customer service options vendors provide to understand what kind of help is available when unexpected issues arise with your system or integration issues occur with existing software programs such as Enterprise Resource Planning systems (ERP). Evaluate the support offerings from vendors, including cost and timeframes for assistance. Additionally, review service-level agreements (SLAs) to determine if services are guaranteed and what kind of compensation can be expected in case of a breach. Before signing any contracts, compare multiple vendors for a comprehensive analysis. Lastly, consider the customer reviews of vendor offerings online.
Security: Ensure the software can protect sensitive data and is secure enough for use in critical applications. Examine security protocols employed by vendors to protect user data and any confidential information stored within documents or databases associated with intelligent document processing platforms. For example, are they SOC 2 compliant? Additionally, consider the means employed to prevent access/disclosure of sensitive information stored within the platform. Identify any potential risks associated with intelligent document processing and steps taken to mitigate them.
Accessibility: check if the software is compatible with other systems and third-party applications, ensuring your team can easily link up data sources without further development work required mid-project or during implementation stages.
Data management: ensure you have access to a good range of tools that help organize your data, allowing for more efficient and accurate analysis. Integration: look for integration with other systems, such as ERP or CRM suites, to automate certain processes.
When researching solutions for intelligent document processing, it is important to look beyond the technology and consider the level of customer service, security protocols, pricing models, and accessibility. By keeping these factors in mind during your search process, you can ensure that you make an informed decision when investing in a new system. Investing in the right solution from day one will save time, money, and resources in the long run.