How document automation can mitigate risk

In this consumer-centric and post GDPR world, sending the right information to the right person is vital. We explore how document automation can help mitigate risk by improving document accuracy.

Engaging, timely, digital; your outgoing communications need to work harder than ever before. Your customers, employees and suppliers expect information-rich, highly personalised, and above all, accurate documents.

 Every day, organisations like yours send time-critical documents such as, invoices, policy documents and pension letters, all containing personalised, sensitive and/or financial information. By ensuring the accuracy of the information in these documents means your organisation can benefit from reduced customer queries, faster payments, and the confidence you’ll meet legislative and regulatory requirements. And your customers, employee and suppliers will benefit from an improved experience and ultimately be more engaged with the important information you’re communicating to them.

There can be a number of factors which combine to jeopardise document accuracy. Time, workflows, human error all play their part. But the very changing nature of work can also have an impact. The increase in remote working and multiple office locations leads to dispersed individuals and teams creating documents in different ways. Out-dated legacy systems can create information silos. The cumulative result is a lack of control and quality management.

 

Document automation can help you take back control, so you can be sure the correct information is being sent to the correct people. Time-critical, highly complex and responsive communications are produced automatically at speed, saving time and money.

 Create, check and & send – ‘factoring in’ accuracy.  

Create: Secure automation software can extract information from across your current multiple legacy systems, without the need for large scale infrastructure expenditure, quickly cross referencing and auditing multiple files and formats. Document creation is then streamlined by using smart templates which will automatically include the most up-to-date content such as terms and conditions. Your communications will be more consistent and standardised.

Times of change can bring an element of risk, whether that’s organisational change, product or service development or regulatory requirements. Automation processes enable you to prepare templates and communications and set publication dates for a specific deadlines, helping you manage and mitigate any business risk of miscommunication.

Check: By setting rules and logic tailored to your organisational needs you can make content control protocols to check, reject and mitigate inaccuracies, for example in addresses, names and zero amounts invoicing. Similarly, you can enhance customer engagement and experience by setting the system to output communications digitally if the data contains a mobile phone number or email address.

Send: Automating the distribution of your communications can provide trackable document checks and controls to ensure compliance and data security. Quality control can be performed at any time without the need for human intervention. Documents which are missing information can be quarantined and held for manager approval before despatch ensuring that your communications are right the first time. You can be more agile and responsive with production and postage, meeting customer expectations by prioritising those documents that need to arrive quickly and ensuring they are mailed to arrive sooner or presented digitally.

CTA:  Maintaining and demonstrating the security and integrity of the documents you send is vital. But document automation doesn’t just provide a solution to reduce risks and costs, it improves accuracy at every stage of your document journey and strengthens your brand integrity and adds value to your communications.

To find out how you can make your documents work harder for your organisation, read our ‘how to do more with your documents’ blog here>

Share
< Back to articles
Datagraphic