Redundant work is a well-known killer of productivity and efficiency in the workplace. Tasks like manual document filing, repetitive data entry, and inefficient approval processes consume time and introduce errors and delays.
Today’s modern office has adopted technologies that address these challenges head-on, offering streamlined solutions through document management and workflow automation software. These software solutions are easy to implement across various business environments, reducing manual effort, enhancing accuracy, and accelerating processing speeds.
In this article, we will discuss two leading solutions in document management and workflow automation: Ricoh Smart Digital Processing Suite and DocuWare. We’ll explore their features, set-up process, and usability, helping you determine which solution best suits your organization’s needs and goals.
Ricoh Smart Digital Processing Suite is a robust document management solution that automates key business processes and workflows by electronically managing and sharing documents regardless of format or source.
SDPS uses Ricoh’s Content Parsing Engine (CPE), an advanced data capture and extraction tool seamlessly integrated with Ricoh’s Dynamic Cloud Database (DCD) for efficient document storage. The CPE runs in the cloud to automate multiple document conversion steps — including Optical Character Recognition (OCR) for accurate text recognition, data extraction, document classification, adding metadata, file naming, file splitting and routing — all without manual intervention.
This software fully integrates with any multi-function printer without changing the current setup, as well as with ERP and CRM systems like Microsoft Dynamic, SmartConnect, QuickBooks, and Laserfiche.
Like Ricoh Smart Digital Processing Suite (SDPS), DocuWare is a document management and workflow automation solution designed to help businesses streamline operations and improve efficiency.
DocuWare uses its Intelligent Indexing technology, an advanced tool embedded within its document management system, for efficient data capture and extraction. This technology automates critical document processing tasks, including Optical Character Recognition (OCR) for precise text extraction, metadata application, document classification, and effective routing. DocuWare enhances workflow efficiency and accuracy without manual oversight by automating these operations.
Both platforms are similar in offering efficient solutions for digital document management, workflow automation, and security. They cater to organizations looking to streamline operations and enhance efficiency through advanced document-handling capabilities.
DocuWare has been established in the document management industry for a longer period, since 1988. In contrast, Ricoh Smart Digital Processing Suite (SDPS) is a newer software in the market, offering innovative solutions that leverage Ricoh’s extensive expertise in imaging and document management technologies.
With Ricoh SDPS, we provide a unique advantage with our ability to deploy and implement the SDPS software swiftly. With our expertise, your business can expect perfect integration and operational readiness within five (5) business days. This efficiency ensures no changes to your existing system and quick realization of benefits your organization.
Here’s how the SDPS will work for your account payable process:
Scan and upload the generated PO to Ricoh’s CPE once an order for purchase is submitted.
Upon delivery, the receiving department can inspect the goods and scan or upload the packing list and the actual received receipt – allowing the DCD to determine 2-way matching.
Scan or upload the vendor’s invoice into the CPE. The DCD will then create a database based on the PO number and perform a 3-way matching between the packing list, the actual receipt, and the invoice.
The DCD will generate an approved transaction if all items match. If not, the DCD will generate an exception report. Both documents will be available in CSV format
If required, data can easily be transferred to any ERP/ECM via .CSV or .XML
This process takes an average of 3-5 days, as opposed to the average industry processing time of 25-57 days, which is nearly an 80% reduction. It’s as easy as that. Contact our technology experts to get started with the Ricoh Smart Digital Processing Suite today!
Fola Adedeji
Marketing Coordinator
Office Interiors