Data Automation is the Key to Digital Transformation

23/10/2018

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Data Automation is the first step in helping your office embrace the Digital Transformation age. 

Why?

We know people have been using paper since the ancient Egyptians first utilised papyrus on the river Nile and ever since then, we have found it very difficult to partially or completely remove it from our lives. Paper, after all, has been the primary way which we have not only communicated and recorded historical events, but also our business activities.

However, as we move closer towards the digital workforce, we are slowly breaking old habits and now utilising digital processes allowing us to interpret data faster and more accurately to our competitive advantage. Of course, there will always remain the need for some paper-based documents to run our business but that doesn’t mean that it limits our drive towards digital transformation.

To me, the first step in initiating Digital Transformation is to automate data capture, data processing and data digitalisation to remove any unnecessary use of paper in the office which is reliant on manual processes.

What is Data Automation?

Data Automation is the process of using technology to capture, store and convert your data from a paper to a digital format for use in your business systems. This process automates data from several departments including: Accounting and Finance, Legal and HR and customer documents like forms and surveys.

Data Automation often involves multiple conversion and verification techniques which ensures accuracy and completion in a timely manner. If your business is heavily reliant on hardcopy documents, our data conversion can be a time consuming, costly and resource demanding task, especially for a small team.

Why data automation is important for Digital Transformation

Customised Solutions for Your Data

Once your data capture and conversion has been automated, your data output can be used to assist your Digital Transformation efforts. The data is stored as digital images in PDF (most commonly) and with digital images, increasing user friendliness and accessibility. This allows you to quickly file and sort your information and break it down any way required.

Data digitalisation also allows you to have access to these files almost instantly, as it is just a quick file search away. You can also quickly add files together i.e. in a patient folder, by location, product etc and access them on any computer within your company.

Increased Accessibility

Once your data capture and conversion has been automated, your data output can be used to help you with your Digital Transformation efforts. The data is stored as digital images in PDF (most commonly) and with digital images, increasing user friendliness and accessibility. This allows you to quickly file and sort your information and break it down any which way is required. 

Data digitalisation also allows you to have access to these files almost instantly, as it is just a quick file search away. You can also quickly add files together i.e. in a patient folder, by location, product etc and access them on any computer within your company.

Preparing for Change

Any organisation dealing with excessive quantities of paper can implement automation solutions obtaining a competitive advantage through business intelligence processes. The use of algorithms and clever programming can lead to a centralisation of data that is collected and converted to a digital format. Selecting algorithms to apply business rules allows for filtering and matching of selected key words which assists with the categorisation of data.

This can include several types of analysis, including sentiment and predictive pattern analysis which helps businesses make business decisions based upon analytical information. For example, it is possible to develop an algorithm that data mines documents for subjective information and apply a rating (i.e.123, Red, Yellow, Green, etc.) to them. This can be set up to establish an order of importance, or highlight crucial relevant information needed to improve organisational efficiency by providing information faster and with greater accuracy than if a human were to do it.

More Productive Workforce

Another reason you should consider Data Automation is for your employee job satisfaction levels. Low levels of employee job satisfaction can be caused by boring or unchallenged work, such as monotonous data entry tasks.

This indicates that employees who complete the same task day after day become bored at work and lack enthusiasm which can result in elevated costs through absenteeism and turnover. By outsourcing these monotonous tasks, it allows employees to be freed up to use their knowledge and skill elsewhere and make greater contributions to the organisation by focusing on core tasks and improving the quality of your overall workforce.

By having employee’s complete non-challenging tasks repeatedly, you are reducing your organisations ability to focus on key areas and reducing your productivity. Allowing your company to prioritise tasks that you may not have been able to complete previously will enable you work strategically to achieve your goals and improve your organisational performance.

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Felix Choo, MBA B.ENG – Solutions Consultant, PNORS Technology Group

Having worked in national and senior roles in both Timber and Packaging Industries, Felix has gained significant experience and knowledge in a variety of businesses and business processes. Being a creative problem-solver, he is a great listener and seeks to understand a client’s challenges and difficulties, before strategising and proposing a solution. 

Felix is a man of many talents, approaching challenges head on which assists his strategic decision making by turning ideas, thoughts, or even a bit of scribble on a post-it note, into massive action with excellent results. Felix is passionate about working side by side his clients as they grow and he works with them to achieve great things.