Intelligent Document Processing can transform your business operations and save resources. Learn what IDP is, why it matters, and how a DMS can help automate document management.
From day to day, your business might get information by mail, email, messaging apps, software programs, and various other sources. Manually processing these inputs and effectively organizing and leveraging the data can be tedious.
Intelligent document processing is one of the latest innovative information management tools. It enables organizations to automate the digitization of diverse data, allowing you to streamline workflows, free up valuable employee time, and scale document processing capabilities.
This technology is game-changing for businesses looking to cut costs, improve compliance, and secure documentation.
Intelligent document processing (IDP) uses artificial intelligence, optical character recognition (OCR), and machine learning to enhance document processing. It allows you to capture, transform, and process structured, semi-structured, and unstructured data. Using IDP, you can even convert text into digital metadata to analyze and transform into insights.
IDP goes beyond traditional document scanning by applying AI to recognize patterns, extract relevant information, and categorize data automatically. For instance, IDP can read and process invoices, receipts, forms, contracts, and other documents in various formats, converting them into usable data without human intervention. This reduces manual workloads, enhances data accuracy, and increases the speed with which businesses respond to customer needs and market changes.
IDP systems are designed to learn and improve over time, adapting to new document types and evolving business processes. This agility makes IDP an essential tool for organizations to future-proof their information management operations.
Unstructured data is raw information that stems from daily digital activities and encompasses a range of organizational functions. Unlike structured data, which is highly organized and formatted, making it easy to search, analyze, and store in databases (think spreadsheets with rows and columns), unstructured data is everything else. Across industries and departments, from leadership to HR to IT, unstructured data powers a business.
Unstructured data includes:
Despite its importance for informed decision-making, unstructured data is disorganized and challenging to search, edit, and analyze. It also ranges from physical files to digital information gathered into various platforms and content management systems. Your emails, social media posts, and documents can pile up fast, making it a challenge to extract insights and stay organized without a solid plan and the tools to manage the data. Having a reliable system to capture, organize, and leverage all this information is like having a well-charted map and compass versus wandering without direction.
Communication logs and surveys, for example, contain valuable insights into customer behavior, employee interactions, and operational issues, while social media and web content reflect customer sentiment, brand perceptions, and emerging trends. Documents and PDFs often contain critical business information like legal terms, financial forecasts, and strategic plans.
Clear structure in data management helps you avoid inefficiencies and maintain a competitive edge. Balancing structured and unstructured data is key to running an efficient, data-driven business.
If your organization struggles to manage unstructured data, that problem will only worsen as data volumes grow across industries and technologies.
IDP democratizes information processing through automation, helping you speed up repetitive tasks and improve problem-solving. IDP empowers organizational effectiveness and enables you to build a robust knowledge base to operate more effectively.
Operationally, intelligent document processing impacts include:
On the knowledge side, systemizing the handling of unstructured data means businesses can more easily tap into:
Sophisticated document management systems perform intelligent document processing by capturing metadata within documents and automating document processing workflows. A DMS helps increase productivity while reducing the manual effort required to process information.
Automating repetitive tasks also reduces the risk of human errors and eliminates bottlenecks often resulting from manual workflows, where staff must shuffle paperwork back and forth.
In a DMS environment, you’ll capture and digitize the most crucial information in a document. DocuXplorer’s OCR functionality converts scanned images of text (in over 113+ languages) to electronic text that is searchable, indexed, and quickly retrieved later. Other helpful features include the Print Driver, which converts any document or webpage into a searchable PDF, and the Import Engine, which simplifies document processes by automatically creating and organizing digital filing structures, allowing you to seamlessly integrate IDP into your existing workflows and optimize your document management strategy.
Automating document tagging and filing saves time and increases the accuracy of your data entry processes. DocuXplorer’s AI Capture automatically identifies specific index fields (such as invoice number, vendor, or date) and lets you control where documents should go. A DMS has the power to streamline any business function and is an investment in your long-term sustainability and profitability.
Integrating intelligent document processing software into your business operations can turn unstructured data into a strategic asset. This enables you to unlock new insights and opportunities and strengthen customer and vendor relationships.
With a document management system, your organization can achieve greater efficiency, reduce costs, and mitigate risks associated with data management. Implementing IDP tools helps you create a data-driven culture to navigate an increasingly complex digital landscape.
Intelligent document processing enables you to keep up with the volume of data and turn it into a powerful engine for innovation and competitive advantage. In a world where data is abundant but insights are scarce, IDP is the key to optimizing your information management strategy.
