| |June 20189CIOReviewfor mitigating business / operational & legal risks.While documents can be scanned and uploaded traditionally through DMS, most of the organisations are facing image clarity issues as one of the key challenges at their Document Verification Units which results in multiple iterations of data correction thereby impacting their operational efficiency and TATs. A good Docu-ment Management System coupled with strong image cleansing and en-hancement with add-on solutions backed by efficient workflow system can provide an answer to this. OCR and ICR technologies are good-to-have technologies to be used along with the DMS. These technologies will help in reading the document in any form including im-ages and will auto-fill the relevant fields in the system. As the success rate highly depends on the image quality of the document, we need to ensure image quality enhancing utilities coupled with the document management solution.Taking one more step ahead, the entire process can be further automat-ed by integrating DMS with software robotics and AI. This will help in ana-lyzing the unstructured documents and arrive at business decisions.After storing the documents in a secure way, providing the access con-trol and ensuring only the right peo-ple have access to the information is another feature we are counting on.We can make efficient use of doc-ument management system that has policies and rules for effective index-ing and classification of the informa-tion for easy retrieval at a later date. Using character recognition of key words, we can auto-classify and auto index the documents.In the journey of transforming the costly and cumbersome busi-ness processes into the trusted end to end digitized processes, there are a few challenges that organisations are facing. Few of the business processes demand signatures which create `break-age' in the end to end digitization process. The e-sign solution is enabling people to sign and manage the docu-ments electronically. Though its adoption is yet to improve, it will definitely be a solution for enterprises thriving on complete digitization.Business operational processes require many checkpoints and these are to be verified by multiple organi-sational units. Few of the processes may require storing the documents post stamping. With e-stamping fa-cilities enabled - document manage-ment system, it is possible to com-pletely avoid mandatory physical record maintenance.Before finalizing any DMS solu-tion and required features, analyse the business processes that are to be digitized and improved. We need to consider the future needs and expan-sion which will give a proper Return on Investment.In summary,· A carefully chosen Document Man-agement System is much more than just a document repository which will offer the benefits of faster processing, better accuracy and also cost savings· DMS should be device agnos-tic for scanning and uploading of the documents· Coupled with good image enhance-ment utilities and workflows, ICR/OCR technologies will provide bet-ter operational efficiency · Leverage character recognition to extract key words for automatic in-dexing and classification. Jyothirlatha BBefore finalizing any DMS solution and required features, analyse the business processes that are to be digitized and improved
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