In any firm, big or small, transactions between departments and across functions expose companies to missed opportunities, non-compliance, and even financial vulnerability.
In this era of digitization, most companies still route paper files and manage their compliance manually — practices which are time-consuming, labor-intensive, and prone to errors. Yet as remote work has become the new norm created by COVID-19, document and compliance management through manual means has ceased to be viable.
Championing the digital shift of integral business processes, systems integrator, and application developer Paperless Trail Inc. Responding to the difficulties encountered by organizations through technology, Paperless Trail Inc. In the last 10 years, Paperless Trail Inc.’s applications Archive One, Activity Factory, and Go Paperless!
Self-regulation through Archive One
Archive One is a document management software (DMS) that serves as an auditing tool, which seamlessly classifies, stores, secures and retrieves essential documents. It is particularly helpful in the IT-BPM sector, whose companies usually employ thousands of individuals, therefore giving companies a huge amount of data to track.
Jay Edades, Technical Director of Paperless Trail Inc. With Archive One, we ease the burden of digitization work and fix the method data for each employee in order to make complete reports.”
Archive One has also been used by the financial sector to audit all information related to a particular transaction.
“The biggest impact of Archive One is that it tells executives if the information they have is complete and if they are compliant with standard procedures,” Edades explains.
Remote document routing made easy by Activity Factory
Paperless Trail also deploys Activity Factory, a workflow software that eliminates paper forms and the manual conduct of routing and approvals. Since it follows a workflow that assigns steps to certain people, it immediately determines where the bottlenecks are in the system and therefore promotes accountability in the organization.
According to Edades, Activity Factory is especially helpful to financial institutions involved in credit and loan application processes, and the manufacturing sector tasked with meeting ISO quality standards.
Go Paperless! for managing countless pages of documents
Complementing the two applications is Go Paperless!, the scanning service brand of Paperless Trail that has become the go-to solution of many businesses of all sizes in the Philippines. It has scanned over 250 million pages to date and offers image conversion to searchable text through indexing for easier information retrieval.
Go Paperless! enables the digital storage of business records and addresses the challenge of storing and retrieving paper-based documents.
AI-Processing and information security
Edades emphasizes that Paperless Trail’s solutions not only optimize business processes and allow teams to work more efficiently, but they also address a key concern among executives: data security.
“We acknowledge that each page contains sensitive information and the reason we built these applications is to prevent hacking, mishandling of data, missing documentation, and mitigate other data security risks. Our programs are built to automate along with necessary safeguards that uphold the information security of our partners,” Edades reiterates.
Paperless Trail’s services are powered by Microsoft Artificial Intelligence (AI) which helps in digitizing thousands of documents daily by extracting text from images and conducting word analysis for contextualizing information.
About Microsoft
Microsoft (Nasdaq “MSFT” @microsoft) enables digital transformation for the era of an intelligent cloud and an intelligent edge. Its mission is to empower every person and every organization on the planet to achieve more.
