Simplifying the management of your documents and allowing fast and massive document generation are the two basic requirements that large companies face when dealing with repetitive and tedious document processes. However, there are also other needs demanded by these companies, such as safety, confidentiality and the quality of their documents.
Large companies generally prefer to execute processes that manage a high volume of documents, at times when their systems have a low workload in batch processes. This means that document management is performed in a scheduled and automated way.
As such, choosing the appropriate document management software is crucial to meet the needs of a company, since this type of software is the ideal solution the generation of high volumes of documents and their distribution through different channels (printing, email and fax, etc.). With the right document software, printing and processing high volumes of documents will become a simple and quick task.
From a technical point of view, good document management software makes it easier for batch applications to generate large amounts of documents in a wide range of electronic and paper output formats, such as PCL, PDF, PostScript and AFP, among others. Post processes, such as sorting data by ZIP codes, splitting documents by batches, managing envelope marking or including customized advertising messages (TransPromo), are also drastically simplified.
Productivity levels increase with the appropriate document management solution
As mentioned in the article “The Challenge of Document Solutions and Printing Large Volumes of Documents”, document management software that fits to the needs of each type of company, must bring about optimization of internal processes, cost reduction and productivity increase.
In other words, it is necessary to optimize the technological infrastructure of a company. Generation times and high volume printing of documents in batch can be improved using an appropriate document management software, which facilitates storage and recovery of generated documents.
On the other hand, working in an online environment reduces a company’s costs, as it not only allows users to work with documents in real time and on demand, but it also enables them to incorporate all the necessary elements immediately, storing them in just one place.
Without a doubt, the combination of the two previous concepts, saving time and money, improves productivity.
Additionally, the acquisition of an appropriate document management solution in large companies involves other, interesting, advantages, such as a simple and intuitive interface to facilitate user interaction; immediacy, as the documents must be generated on demand, in real time in Internet and Intranet environments; and adaptability, in order for this technology to be easily integrated with a company’s IT applications.
A simple and well planned integration process
The process is simple. Once the document software has been integrated into the company’s system, the document management solution receives the requests from the connected users. Through the business applications, via Internet, the data is sent to the provider company, where they are merged with the previously designed templates. Afterwards, a document is returned, in the selected output, to the browser of the user who made the request, in a completely safe environment.
On the one hand, the implementation of the document management solution allows for batch mode execution of large volumes of documents and generation of documents at the different delegations of the company. On the other, the software also acts as a diffuser of information via the Internet, allowing companies to use a single tool for all their document processes.
Planning is key in a batch system for generation and printing of large volumes of documents. The task manager is in charge of reserving and assigning the machines’ resources to the tasks that have to be executed. This way, as long as there are pending jobs to be processed, the available resources will always be busy executing tasks.
Among the other advantages of a good planning of massive document printing processes are the fact that machine resources are optimized among many users, which means that different users are not directly competing for them, and the great benefit of not needing any user intervention once a process is defined, configured and launched, although on-demand printing is also supported.
André Klein
Freelance Consultant for DocPath