Artificial Intelligence is easily the second most popular topic of discussion in social media, traditional media, and Starbucks–just slightly behind Taylor Swift. The concept is not new. Artificial Intelligence got its name at a 1956 Dartmouth workshop by Dr. John McCarthy, and the occasion is often considered the birth of AI. Expectations are high for this remarkable technology. In the world of documents, however, what is truly important is ‘”business intelligence” – specifically, your business intelligence. BI originates from the knowledge workers in your organization who understand and know the function and intent of your business documents.
Equipped with a tool like DocOrigin, your team creates document templates, workflows, and personalization that are vital to taking your business to the next level. Today, we will highlight the value of leveraging the abilities of knowledge workers to design and deploy critical business documents. The Business Communications Center (BCC) is now part of every DocOrigin installation. BCC allows companies to leverage variable data and rules to turn static documents into dynamic channels for customer communication.
Expertise and Critical Thinking
Expertise: Despite advancements in AI, human ability in document management remains crucial. Professionals with deep domain knowledge understand the intricacies, regulations, and specific requirements of compliance language and personalization. Knowledge workers offer valuable insights, interpret complex data, and make informed decisions. Human intervention is crucial for complex or emotionally sensitive data.
Critical Thinking: Artificial Intelligence’s strength is processing vast amounts of data. However, human critical thinking is essential for problem-solving. Document management projects often undergo unexpected changes at the last minute. The ability to analyze situations, adapt strategies, and make decisions on the fly is a human strength complementing AI’s abilities.
Business Rules and the Document Management Process
Business rules are crucial in streamlining document management processes, reducing workload, enhancing relevance, and eliminating bloated document libraries. Examples include date-based regulations, language preferences, location-based rules, and data-driven marketing messages. Here’s how business rules contribute to achieving these objectives:
Automated Categorization
Business rules can automate the categorization of documents based on predefined criteria. Automated tagging and classification reduce the manual effort required for sorting and organizing documents.
Version Control and Lifecycle Management
Business rules can enforce version control policies. Automated lifecycle management ensures that outdated or redundant documents are archived or deleted, reducing library bloat.
Access Control and Permissions
Business rules define access control and permissions for documents. Users only have access to the documents relevant to their roles, reducing clutter and ensuring confidentiality.
Workflow Automation
Business rules automate workflow processes related to document approval, review, and publication. Streamlined workflows reduce manual intervention and accelerate document processing.
Policy Enforcement
Business rules enforce compliance with document management policies. Automated checks ensure documents adhere to naming conventions, file formats, and other standards, maintaining document relevance and quality.
Notification and Alerts
Business rules can trigger notifications and alerts for document updates or actions required. Users stay informed about changes, reducing the chances of overlooking relevant documents.
Content Personalization
Business rules enable the customization of document views based on user preferences or roles. Users see a personalized subset of documents, improving relevance and reducing information overload.
Integration with Collaboration Tools
Business rules facilitate integration with collaboration platforms and communication tools. Seamless integration ensures that documents are shared and accessed within the context of collaborative workflows, reducing silos and duplication. One of DocOrigin’s many strengths is its ability to collaborate with legacy applications and data.
Auditing and Reporting
Business rules enable automated auditing of document activities. Detailed reports provide insights into document usage, helping to identify and address document redundancy. For example, a “date of use” report identifies reports that have not been used for years, are probably outdated, and should be deleted. DocOrigin lets users define their reports with no need for outside IT resources.
Organizations can establish automated, consistent, rule-based processes by leveraging business rules in document management systems. This mechanism reduces manual workload and ensures that documents remain relevant, well-organized, and compliant with organizational policies.
DocOrigin
DocOrigin makes it simple for non-programmers to design, redesign, and test document formats to accomplish cost-reduction goals. The platform is an intuitive application for creating and generating dynamic business documents, forms, and labels. With the Business Communication Center (BCC) option, now included with DocOrigin, HR, Marketing, and Legal Departments, have the tools to produce compliant, understandable, and timely documents. Doc Origin integrates with legacy applications and processes, including Windows, CentOS, and Linux.