Filed under: Business & Companies
Digitization has revolutionized the field of document management, an evolution that involves moving from physical archives and manual search processes to automated solutions that incorporate cutting-edge technology. In addition to optimizing the organization and access to information, it also adds value in terms of security, operational efficiency, and regulatory compliance.
Risk prevention is one of the areas where document management is contributing the most, benefiting both employees and companies, emphasizes Rodrigo Mortara, general manager of Despapeliza, a Chilean firm with operations in the United States, Spain, and various Latin American countries, specializing in the development of intelligent document automation solutions for organizations. Its platform has recently incorporated AI to make its performance even more efficient.
“Timely document management ensures compliance with regulations, compliance with standard security measures, centralized control over the participation of collaborators and supervisors in updating critical information, and adequate storage to withstand audits and inspections.”
This way, organizations can avoid fines and lower audit scores due to missing data; track corrective measures for poorly evaluated processes; achieve better information management and safeguarding, as well as rapid access to large volumes of data. Its applications allow identity validation in signature processes or during conference attendance, even in areas where there is no internet connection.
Managing a digital document is up to thirty times cheaper than a physical one, and document tracking is immediate in a smart library, according to Despapeliza, whose platform has managed to deliver a cutting-edge service thanks to its partnership with Microsoft. “We have direct access to the latest in innovation and technology so our clients can enjoy these benefits in their operations,” Mortara notes.
Automate workflows
The Despapeliza platform integrates with any software or tool used by companies, and thanks to a simple and fast interface, no major developments or investments in information and communications technologies are required to consolidate paperless operations. The solution can create or receive documents at different stages through integration with other tools, perform the necessary management, and then return them to another system or store them securely.
Some of its notable features, designed to optimize risk prevention efforts, include: the configuration of alarms and notifications associated with documents, the availability of smart forms and templates, advanced search filters, in-person signatures on a device without the need for an internet connection, and identity validation methods using selfies, videos, or ID documents.
“We’ve developed a platform for digitally managing all types of processes, creating documents from scratch with smart templates, automating workflows to increase process efficiency, and optimizing access to information from any device in just seconds,” says Mortara.
The executive explains that Despapeliza’s main attributes are security, as it meets the highest standards of international protocols and certifications; innovation, with the integration of artificial intelligence to increase support and assistance to its customers; and customization, as its users can create their own custom configurations.