Incoming mail, orders, contracts, delivery notes and invoices meant a lot of paper administration for the company, and finding a specific document took far too long. We designed a digital document store that scans documents, extracts their data and makes them available for search, approval and sharing.
Digitisation and data extraction from scans
OCR extracts data from each scan, so the document can later be found by those details.
Full-text and structured search
A document can be found by any word in its content or by its recorded details.
Workflows for individual document types
An invoice, a contract or an order can each follow its own route, including automated approval.
The company needed to work with documents without time-consuming searching and paper administration.
The scope covered incoming mail, orders and their approval, contracts, delivery notes, invoices, internal documents and meeting records.
We designed document digitisation tailored to the company’s needs, including automated scanning and data extraction.
The solution includes full-text and structured search, workflows by document type, distribution from central storage or by email, and version management.
Besides the document management tool itself, the solution includes support with the digitisation process.
Incoming mail, orders, contracts, delivery notes, invoices, internal guidelines and meeting records were handled mostly on paper. Finding a specific document meant a lengthy search, and paper administration weighed on both order approvals and the sharing of internal documents.
After scanning, documents are stored in a central repository together with their extracted data and can be found by full-text search or by structured details. Each document type follows its own workflow, for example automated approval for orders, and documents are distributed from the repository or by email. Changes are saved as new versions, so it is clear which version is current.
Digitisation only becomes useful when documents can be found and routed reliably. Full-text search, document-type workflows, controlled distribution and version management support that complete document lifecycle.
The solution covers the typical areas of document work in a company: incoming mail, orders and their approval, contract records, delivery notes, invoices, internal documents and guidelines, and meeting records. After scanning and data extraction, these documents are stored in a central repository, and a separate workflow can be set up for each document type.
Full-text search looks through the text of documents, so a document can be found by a word or phrase it contains. Structured search works with the data extracted during scanning and lets users search by specific recorded details. The two methods can be combined as needed, so finding a document no longer means going through paper records.
Each document type has its own workflow, which defines the steps a document goes through once it is stored. For documents such as orders, the workflow can include automated approval. The set-up reflects the needs of the specific company, so each workflow matches whether a given document type needs approval, distribution or simply storage and record-keeping.
When a document changes, a new version is saved, so the history of edits can be traced and users work with the current state. Documents are then shared from the central repository or sent by email, so recipients receive the version recorded in the system. Distribution is therefore controlled and follows the workflow set up for each document type.