Fundamentals of Processing Digital Documents

Digital document processing encompasses three primary phases. The initial phase, document ingestion, serves as the focal point of this paper. It represents the process through which information from paper documents is absorbed and subsequently organized into a structured digital format.

The second phase involves the internal processing of digital data through automated workflows. By optimizing these workflows, data utilization can be enhanced, thereby reducing the need for repetitive stakeholder interactions (such as repeatedly requesting the same data from consumers). Integrating data from paper documents with the extensive digital data available establishes a comprehensive data landscape, greatly augmenting data analysis and evaluation capabilities.

In the third phase, the delivery of documents to stakeholders is streamlined for greater efficiency. Many outgoing communications transition to digital channels, and processes associated with paper-based communications are rationalized. Maintaining coherent records is essential for efficiency, ensuring that information reaches the appropriate recipients (for instance, billing confirmations are sent to providers).

To effectively manage digital document processing, including document ingestion, organizations must proficiently navigate all three phases. This necessitates considering the perse array of documents that require processing. While physical documents like incoming mail are significant data sources, they are not the sole ones—digital documents, such as emails, can also present substantial challenges if not managed appropriately. Converting emails into structured, digital data for automated processing may demand considerable effort.

Streamlining the Path to Digital Document Ingestion Optimization

Successful implementation of digital document processing, including document ingestion, often follows a consistent approach deeply intertwined with broader digital transformation initiatives.

Firstly, these companies meticulously select technology vendors capable of constructing and operating the requisite components across the entire document processing value chain. Concurrently, they conduct thorough assessments to gauge the potential for process redesign while identifying necessary behavioral shifts within the organization.

Secondly, a dedicated project team is commonly deployed to swiftly establish essential IT infrastructure. Typically, this involves initiating a technical proof of concept followed by the rapid development of IT infrastructure, often while concurrently transforming select end-to-end processes.

Thirdly, companies advance their efforts by instituting a digital factory and implementing a rotational system for personnel involvement. Simultaneously, they embark on the incremental transformation of organization processes, perhaps beginning with claims before progressing to invoicing. This iterative approach ensures a comprehensive overhaul of all paper-based processes within the organization.

Fourthly, in addition to the digital factory, a concerted change management effort is undertaken to embed the digital document processing system effectively. Given that employees accustomed to paper-based workflows often wield significant control over process decisions, assistance is provided to aid in their transition to the new digital processes. This emphasis on change management is pivotal, particularly in addressing the most challenging aspects of eliminating the final 20% of paper-based processes. By fostering a culture of ambition towards complete paper elimination, attention to change management ensures engagement at all organizational levels.