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The paperless workplace with paperless intelligent automation

August 25, 2020
The Paperless Workplace with Paperless Intelligent Automation

The use of paper documentation imposes significant constraints for business processes. With the transition to remote working as the new norm, access to physical documentation and records is no longer feasible for security, cost and logistical reasons.

All organisations, regardless of size, rely on paper to some extent. How can intelligent automation help the workplace become paperless and digitally driven?

Eliminating paper has long been the holy grail of organisations seeking to streamline their processes and operations. Early technologies primarily focussed on converting physical documents to electronic formats for subsequent retrieval. As technologies evolved, the capabilities increased to enable basic OCR functionality. This was a significant progression as it eliminated dual entry of information and allowed for automated document scanning and processing solutions. Today, organisations strive to deliver Paperless Automation by embedding intelligent workflow capabilities in fully digital systems that minimise the need for human intervention.

Client Solutions Intelligent Automation practice offers Paperless Automation solutions that focus on identifying and eliminating the need for paper or physical records. Solutions include smart email correspondence, digital applications, centralised electronic document storage, e-signature and digital receipts. The key benefits of IA Use-Cases for the paperless agenda are summarised below:

  • Storing documents electronically helps businesses adhere to compliance and data protection requirements. Going paperless eliminates the need, cost and risk of storing physical documents on-site. Digital File Management systems such as Microsoft SharePoint, provide virtually unlimited capacity while providing secure remote access.
  • Smart workflow automation software such as the Service Automation Platform from ServiceNow enables organisations to streamline and consolidate processes that rely on shared digital information. Using inbuilt AI capabilities, the platform delivers powerful predictive and visualisation models that enable improved decision making.
  • eSignatures provide organisations and individuals with a secure, fast, compliant (eiDAS) and digital mechanism for document exchange where signatures are required. Platforms, such as DocuSign,  include features including e-signature,  document signing and signature validation that enable businesses and individuals to go fully digital on a  digital document transaction platform.
  • Modern Bots incorporating AI and ML capabilities can be deployed to perform tasks such as scanning and storing documents, process transactions, trigger responses and communicate with multiple existing internal and external systems.

The use of paper documentation imposes significant constraints for business processes. With the transition to remote working as the new norm, access to physical documentation and records is no longer feasible for security, cost and logistical reasons. Yet despite these constraints, many organisations have failed to transition completely from physical to digital. This is concerning because, in this COVID era, the need for this transition has never been greater. At the same time, recent advancements in technology, including the emergence of cloud, the proliferation of digital devices and the security of eSignatures have significantly reduced the barriers to achieving a Paperless Workplace.

Client Solutions’ Intelligent Automation (IA) service framework accelerates the journey to the Paperless Workplace. The framework enables organisations to simplify and streamline this transition using a structured approach that facilitates a lean and clean approach to data capture and management.  Using this framework, Client Solutions recently replaced an existing paper-based store audit process with a 100% digital workflow system. Capturing the data electronically substantially reduced audit processing times. Enabling store images e.g. fruit display, meat counter provided greater context to the auditors assessing the stores. As all the data points from the inspections captured digitally, the organisation can perform advanced analytics to support better and faster decision making.

Given that COVID has accelerated the demand for digital, it is noteworthy that Client Solutions has developed a digital solution in response to it. Our R2W solution (Return to Workplace) provides a paperless process to streamline the safe return of workers to their places of work. More information in relation to this solution is available here.

To summarise, implementing a Paperless Workplace provides many benefits to an organisation. In the current climate, the most pressing of these is supporting remote working. However, it has multiple other benefits including cost savings, both in terms of physical data storage and in data processing, increased data quality and security and in increased customer satisfaction through faster processing times.

Client Solutions can help you on your Paperless Workplace journey by digitising and automating all paper-based aspects of your business. For more information, please get in touch with our team.

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