In the age of rapid technological advancement, Artificial Intelligence (AI) plays a crucial role in reshaping workflows in document management such as document sorting. Manual tasks, once completed by employees can now be automated to achieve profitable operational efficiency.
Traditional document management methods often demand time and resources, with a report suggesting that employees spend 1.8 hours every day searching and gathering information. That’s 9.3 hours per week on average! With an automated document sorting system, businesses and organizations can efficiently organize working documents. Luckily, with the help of AI, businesses can do just that!
In this blog, we will take you through what document sorting entails and the challenges that are faced in document sorting workflows. Additionally, we will explore how document sorting software, with the help of AI, can optimize the experience and efficiency of these workflows. Let’s dive right in.
What is Document Sorting?
Document sorting is the process of categorizing and organizing documents based on specific criteria. These categories include document types, client names, dates, and more. By systematically arranging documents, organizations are more easily able to access and retrieve information in a more efficient manner.
Whether it’s contracts, reports, or invoices, sorting brings order to chaos (in the physical but also digital sense). With manual document sorting for example, an employee can receive a document via mail, review its content, figure out the right department to forward it to the which then has to be archived. With multiple documents, this can become quite a hassle.
Amidst the digital shift, organizations are veering away from traditional paper processes. However, the manual workflow still persists, as employees devote hours to document sorting, organizing, and categorizing. Luckily, this is where document sorting software steps in.
With the help of AI, you can scan and sort documents easily not only to streamline work processes but also reduce errors, transforming chaotic workflows into efficient systems! As companies have turned to technology for efficient solutions, we can now delve into what document sorting entails and explore how it works with AI.
Who can Benefit from Document Sorting Software?
Alright, so we’ve talked about the benefits of automating document sorting and its impact on a more secure solution to document management processes, we’ll now dive into how different sectors and industries can harness the power of document sorting software to their advantage.
Financial Documents: Financial institutions like banks, and accounting firms can use document sorting software to categorize and manage documents such as invoices, receipts, bank statements, and transaction records. Not only is this beneficial for efficient internal workflows, but it also ensures compliance with industry regulations and reduces fraud.
Healthcare Documents: Healthcare providers manage vast volumes of patient records, medical reports, and regulatory documents. Document sorting software can organize patient information, treatment records, and compliance documents seamlessly. This ensures medical professionals can access relevant patient data promptly, leading to better patient care and adherence to privacy regulations.
Legal Documents: Legal document management is complex, encompassing contracts, cases, and correspondences. AI-powered sorting enhances categorization by case, dates, and departments. This is crucial for significant legal actions like Cartel damage claims, optimizing efficiency, research, and collaboration. Efficient sorting accelerates case prep and safeguards client confidentiality.
Human Resources: Document sorting software enables HR professionals to efficiently categorize documents such as employee records and resumes based on predetermined criteria like employee name, or department. This leads to streamlined recruitment, simplified compliance with labor laws, and better employee management.
Essentially, document sorting software is a versatile tool that transcends industry boundaries. Its ability to categorize and organize documents based on tailored criteria empowers individuals and organizations to navigate complex workflows with ease. Keep reading to find out how Klippa can help.
Benefits of Automating Document Sorting
We’ve laid out how document sorting works with AI, but how can this practice benefit your organization? Let’s explore some of the advantages of using AI in document workflows.
- Time Saving: Automated sorting drastically reduces the time spent manually organizing documents. What once took hours can now be accomplished in a fraction of the time, allowing your employees to use their time more valuably.
- Fraud Detection: Safeguard your business against document fraud with AI. Through image and EXIF analysis, you can identify duplicates and fraud indicators.
- Efficiency: With documents organized and easily searchable, teams can collaborate more effectively and access the information they need easily.
- Enhanced Compliance: For GDPR enhanced compliance, automated sorting ensures that documents are appropriately categorized and stored, aiding compliance efforts.
- Resource Optimization: By automating a previously labor-intensive task, businesses can allocate human resources to more strategic and valuable activities.
- Cost Reduction: Reduced reliance on manual labor for sorting translates to lower operational costs in the long run.
The great news is, these benefits can be experienced across industries with any business that grapples with document sorting challenges. Let’s find out more about some of these industries!
Automating Document Sorting with Klippa
Unlock the potential of Klippa’s Intelligent Document Processing engine, Klippa DocHorizon, and revolutionize your document workflows. Experience effortless document sorting with the convenience of various submission methods—via mobile app, web app, email, or FTP, tailored to your preferences.
Once your documents are in the system, DocHorizon springs into action, harnessing OCR and AI to extract information classify documents based on their content, and automatically sort them into your pre-determined data sorting system. Seamlessly integrate DocHorizon into your existing systems via API/SDK, creating a unified ecosystem that connects everything from ERP to DMS.
The integration empowers you to effortlessly convert your data into a range of desired formats, including CSV, XML, JSON, and more. DocHorizon’s intelligent verification system ensures that documents are not only sorted efficiently but also archived in accordance with your specific criteria, streamlining your processes and ensuring compliance with regulatory standards.
Ready to embark on a journey of enhanced efficiency and organization? Schedule a free online demo today or engage with our experts to fully uncover the transformative capabilities of Klippa’s document sorting and classification solution!