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Technology

Document automation (also known as document assembly) is the design of systems and workflows that assist in the creation of electronic documents. These include logic-based systems that use segments of pre-existing text and/or data to assemble a new document. This process is increasingly used within certain industries to assemble legal documents, contracts and letters. Document automation systems can also be used to automate all conditional text, variable text, and data contained within a set of documents.

Automation systems allow companies to minimize data entry, reduce the time spent proof-reading, and reduce the risks associated with human error. Additional benefits include: time and financial savings due to decreased paper handling, document loading, storage, distribution, postage/shipping, faxes, telephone, labor and waste.

Document assembly[edit]

Document assembly was pioneered in the late 1970s in Utah by the company that would later become known as HotDocs.[1] The basic functions are to replace the cumbersome manual filling in of repetitive documents with template-based systems where the user answers software-driven interview questions or data entry screen. The information collected then populates the document to form a good first draft'.[2] Today's more advanced document automation systems allow users to create their own data and rules (logic) without the need for programming.

While document automation software is used primarily in the legal, financial services, and risk management industries, it can be used in any industry that creates transaction-based documents. A good example of how document automation software can be used is with commercial mortgage documents. A typical commercial mortgage transaction can include several documents including:

Some of these documents can contain as many as 80 to 100 pages, with hundreds of optional paragraphs and data elements. Document automation software has the ability to automatically fill in the correct document variables based on the transaction data. In addition, some document automation software has the ability to create a document suite where all related documents are encapsulated into one file, making updates and collaboration easy and fast.

Simpler software applications that are easier to learn can also be used to automate the preparation of documents, without undue complexity. Clipboard managers allow the user to save frequently-used text fragments, organize them into logical groups, and then quickly access them to paste into final documents.

In Supply Chain Management[edit]

There are many documents used in logistics. They are called: invoices, packing lists/slips/sheets (manifests), content lists, pick tickets, arrival acknowledgement forms/reports of many types (e.g. MSDS, damaged goods, returned goods, detailed/summary, etc.), import/export, delivery, bill of lading (BOL), etc. These documents are usually the contracts between the consignee and the consignor, so they are very important for both parties and any intermediary, like a third party logistics company (3PL) and governments. Document handling within logistics, supply chain management and distribution centers is usually performed manual labor or semi-automatically using bar code scanners, software and tabletop laser printers. There are some manufacturers of high speed document automation systems that will automatically compare the laser printed document to the order and either insert or automatically apply an enclosed wallet/pouch to the shipping container (usually a flexible polybag or corrugated fiberboard/rigid container). See below for external website video links showing these document automation systems. Protection of Privacy and Identity Theft are major concerns, especially with the increase of e-Commerce, Internet/Online shopping and Shopping channel (other, past references are catalogue and mail order shopping) making it more important than ever to guarantee the correct document is married or associated to the correct order or shipment every time. Software that produce documents are; ERP, WMS, TMS, legacy middleware and most accounting packages. A number of research projects have looked into wider standardisation and automation of documents in the freight industry.[3][4]

In Legal Services[edit]

The role of automation technology in the production of legal documents has been widely recognised. For example, Richard Susskind’s book ‘The End of Lawyers’ looks at the use of document automation software that enables clients to generate employment contracts and Wills with the use of an online interview or decision tree.[5] Susskind regards Document Assembly as one of 10 'disruptive technologies' that are altering the face of the legal profession.[6] In large law firms document assembly systems are increasingly being used to systemise work, such as complex term sheets and the first drafts of credit agreements.[7][8]

With the liberalisation of the UK legal services market spearheaded by the Legal Services Act 2007 large institutions have broadened their services to include legal assistance for their customers.[9][10] Most of these companies use some element of document automation technology to provide legal document services over the Web.[11] This has been seen as heralding a trend towards commoditisation whereby technologies like document automation result in high volume, low margin legal services being ‘packaged’ and provided to a mass-market audience.[12][13][14]

In Insurance[edit]

Insurance policies and certificates, depending on the type, policy can also be hundreds of pages long and include specific information on the insured. Typically, in the past, these insurance document packets were created by a) typing out free-form letters, b) adding pre-printed brochures c) editing templates and d) customizing graphics with the required information, then manually sorting and inserting all the documents into one packet and mailing them to the insured. The various documents included in one packet could include the following kinds of documents:

  • Welcome letter
  • Contract
  • Certificate
  • State specific policy documents
  • Listing of items insured and insurance amounts
  • Amendments
  • Riders
  • ID card
  • Company information
  • Marketing material (other products)

A lot of work can go into putting one packet together. In most policy admin systems, the system will generate some kind of policy statement as a starting point, but might need to be customized and enhanced with other required materials.

See also[edit]

References[edit]

  1. ^ "HotDocs History". www.hotdocs.com. 
  2. ^ Article: Disrupting Conventional Law Firm Business Models using Document Assembly Mountain, Int J Law Info Tech., 2006; 0: eal019v1
  3. ^ "e-FREIGHT is an Integrated project within the EU's 7th Framework programme". e-Freight. Retrieved 23 November 2012. 
  4. ^ http://www.mjc2.com/Frameset_research.htm#eMAR eMAR automation of maritime documentation
  5. ^ Article Who's afraid of computer generation? Eduardo Reyes (Thursday 28 October 2010)
  6. ^ The End of Lawyers?: Rethinking the Nature of Legal Services Richard Susskind OBE Oxford University Press, USA (January 15, 2009)
  7. ^ Article: Swift Justice Pete Swabey (20 December 2010)
  8. ^ Article: Client services - Distance relationships Marc-Henri Chamay Legal Technology Journal
  9. ^ Article: Braced for the big bang and Tesco law Jon Robins The Times
  10. ^ Article: A trip to the shops can end in divorce Ellen Kelleher The Financial Times
  11. ^ Article: Why big brand legal services are bad news for solicitors Neil Rose The Guardian (Tuesday 2 November 2010)
  12. ^ Article: Commoditisation of Legal Services - What It Means for the Future of Legal Practice Sylvia Lowe Law Gazette
  13. ^ Article: From bespoke to commodity Professor Richard Susskind OBE Legal Technology Journal (2006)
  14. ^ Article: The commodities business Professor Richard Susskind OBE The Law Society Gazette (Thursday 13 April 2006)

External links[edit]


Original courtesy of Wikipedia: http://en.wikipedia.org/wiki/Document_automation — Please support Wikipedia.
This page uses Creative Commons Licensed content from Wikipedia. A portion of the proceeds from advertising on Digplanet goes to supporting Wikipedia.
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141 news items

SYS-CON Media (press release)

SYS-CON Media (press release)
Thu, 24 Jul 2014 08:00:00 -0700

TheFormTool, LLC will host a free one-hour presentation to help both the novice and the pro look at document automation with an expert's eye. The presentation will demonstrate how to grasp the structure of a document, determine the types of information ...
 
MarketWatch
Thu, 10 Jul 2014 05:00:00 -0700

July's featured webinar topics include accounts payable automation, accounts receivable automation, inbound document automation and more! MADISON, Wis., Jul 10, 2014 (BUSINESS WIRE) -- Esker , a worldwide leader in document process automation ...
 
PR Newswire (press release)
Tue, 29 Jul 2014 11:45:00 -0700

Business Document Automation and Optimization Will Be More Focused on the Process, Not Just Shifting Print to Digital Workflows. 7. Developed Regions Will Lead and Gain Share in the Higher-Value A4 Laser MFP Market, While Emerging Geographies ...
 
ITWeb
Mon, 28 Jul 2014 04:37:30 -0700

Qorus Software is a global provider of document and proposal automation solutions for Microsoft Office and SharePoint. The company helps organisations to significantly reduce costs as well as the time and effort required to generate customised ...
 
DigitalJournal.com
Mon, 21 Jul 2014 22:12:06 -0700

HotDocs has been leading the document automation market for years and has an incredible foundation to build on, including top-notch products, thousands of loyal customers and a great team. The next chapter of development as we roll out innovative cloud ...
 
Insurance News Net
Tue, 22 Jul 2014 11:22:30 -0700

According to Robin Bell , Long View's Chief Technology Officer, Long View was looking for a new Proposal / Document Automation Tool, as their existing product wasn't meeting the requirements of the business. "We compared a range of solution providers ...
 
Insurance News Net
Wed, 23 Jul 2014 05:11:15 -0700

Qorus DocGeneration is Qorus Software's flagship product and is recognised as one of the leading document automation solutions. It provides organisations with a streamlined approach to generating, managing and customising documents while improving ...
 
Business Wire (press release)
Tue, 08 Jul 2014 22:37:30 -0700

MADISON, Wis.--(BUSINESS WIRE)--Esker, a worldwide leader in document process automation solutions and pioneer in cloud computing, today announced it has been selected by Esterline's Kirkhill-TA facility in Valencia, CA, a leading manufacturer of ...
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