How to Get Started with a New IDP Process
IDP should be an important part of your document processing workflow, but revising your document processing processes is a monumental task. The amount of documents flowing through an organization on any given day is incredible — far too much to process manually. Here’s how to get started with a new IDP process.
Intelligent Document Processing (IDP) is key to bringing semi-structured documents to life. From PDFs to emails and scanned documents, unstructured data has historically been the most common form of documentation in businesses — but in the age of fast online communication, efficient data building requires a new approach.
That’s where Intelligent Document Processing (IDP) comes in.
Legacy OCR systems may accomplish some of the work, but most can’t adapt to changes in document formats, leading to a documentation process that can be full of inefficiencies and human error.
If you’re using an old-school OCR solution that still requires manual, human processing, your team probably spends far too much time correcting templates and addressing a deluge of exemptions.
To save time and money, it’s time to consider a modern IDP solution that effectively eliminates the need for manual review and gets smarter over time.
Making a plan for your new document processing process
Document processing is a multi-step process filled with complexities, multiple stakeholders, and integrated workflows, requiring an informed approach to implementing a new IDP. A task of this magnitude should be done carefully, intentionally, and step-by-step — especially if you’re implementing at scale.
Here are the specific steps you can take for a transition to a more effective IDP:
- Inventory document workflows
First, assess your document workflows and identify how much you wish to automate. Will a one-size-fits-all approach work for you?
Some companies’ workflows require a custom implementation, which means your implementation process will need to expand beyond your existing workflows. Can a new IDP simply complete your current tasks more efficiently? Or will a newer system open up the possibilities for additional automation in the future?
- Collect data on existing workflows for comparison
Once you’ve determined your preferred workflow, it’s time to analyze your existing process. View IDP metrics on each of your workflows, to understand more about your IDP needs.
Collecting the right metrics means you should assess the number of documents in your current intake, and document the time it takes to process them. Understanding your processing timeframe is an important step in your IDP plan — documents requiring a high degree of precision should be first in line for assessment.
- Reduce, if possible, any subprocesses
Even if your workflow operates efficiently, the complexity of your workflow is important to the efficiency of your IDP process overall. Too many IDP processes use complicated subprocesses that eat up time — and aren’t necessary for your documentation.
When establishing a new IDP approach, it’s important to identify subprocesses that can be simplified, or eliminated entirely. Analyze which subprocesses will or won’t be necessary with your new IDP technology.
Depending on your organization’s needs, some subtasks will still be necessary for your documentation process — these might include handling exemptions, facilitating unique documents, or separating classified/HIPAA materials that need to be isolated from your regular stream of documents.
- Analyze, tweak, and augment
After you implement your new IDP process, your work isn’t finished. You’ll need to understand which areas are operating smoothly, and which parts of your IDP need some work.
Some subprocesses may still be necessary, no matter how intelligent your IDP approach may be. However, eliminating unnecessary steps is crucial to a streamlined IDP process. As soon as you implement your new IDP system, take time to analyze your operating efficiency. A key first step is measuring the time it takes to process an entire workflow compared to the old system.
If you’re not operating as efficiently as you’d like, identify any shortcomings or room for improvement. You can work with your IDP partner to adjust your implementation, but only if you first know what needs to be fixed.
- Check your progress
Finally, once you’ve recorded comprehensive data on your new IDP process, it’s time to analyze the comparison in resources. Revising your IDP should take less time, and use fewer resources than your previous method.
Chances are, the results will show your resources are better suited with a newer, more modern IDP process — especially one that learns and adapts to your unique data sets. At Rossum, that’s our specialty.
Making IDP more intelligent with Rossum
IDP technology is a new technology and has progressed quickly in the last few years — so quickly that even if your approach is even a year or two old, you might be operating much less efficiently than what’s possible.
Rossum is leading the charge on innovative IDP, with industry-leading OCR accuracy. Rossum also eliminates the need for specific formatting or templates, which allows you to remove noise quickly and convert unstructured data with less manual work than ever. On the backend, Rossum can automate exception handling, so you’ll have fewer errors to correct than ever before.
Making a change to your documentation process can start today. Contact us today to learn more about Rossum’s cutting-edge technology and to see it in action for yourself.