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Automating document creation

Ross O. Storey | April 17, 2009
Even in a recession year, automated document creation and output management solutions provider, Intelledox, is forecasting revenue growth of more than 100 per cent.

The key issue is legacy systems and current practices. Most organisations are happy to generate documents manually, or have control of document structures handled by IT, because this is the way they have always done it. Until they understand the need for multi-channel output, central management, and moving control of document components to those who should own them, we will see a slower uptake.

How can 'organisations boost productivity and lower costs by reducing the time to create, personalise and distribute documents by more than 50 per cent'a significant cost saving? What sort of mindset change is required for enterprises to go this way?

We have demonstrated that on average, we can reduce the time and effort to generate a document by more than half.

In fact, one of our clients, Hastings Deering, is projecting a 400 per cent productivity increase. Document compilation time for their safety manuals that are supplied with every order for Caterpillar heavy equipment is projected to be reduced from 12 hours to three hours, with the automatic generation of the document averaging about 60 seconds. By making the manual creation process dynamic and efficient, the end result is reduced costs and a better bottom line.

Other examples of time and cost savings are through the choice to output a document in electronic format. For example, for an organisation which produces one million documents annually, a 20 per cent shift to electronic production can save upwards of $250,000 to $300,000 (based on an average cost of $1.50 per document to print, put in an envelope and post).

To answer the second part of the question, the mindset of an organisation needs to focus on multi-channel output, targeted marketing and simplified control of the document generation process.

What statistics can you provide to justify the claim that 'organisations can automate document-centric business processes with Intelledox and achieve a return on investment within 12 months'?

An average investment of $80,000 can show a return in less than 12 months, based on 1,000 staff producing 10 documents each per month.

What good case studies can you offer to show the success of the Intelledox systems in major Asia-Pacific enterprises?

In addition to Hastings Deering , we have seen, particularly in government, how document output solutions can drive better use of information and records as well as reduced costs. Australias ACT Planning and Land Authority has introduced such a system to ensure that it produces high quality, consistent and accurate documents in response to the 5,500 development applications received annually. The implementation of the solution has allowed ACTPLA to reduce the number of templates, increase accuracy and reduce time to send responses to applicants.

 

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