We live in a smart world — just about everything around us has gone insanely smart. Smart cars are driving themselves, smartphones are like personal assistants to their owners, and smart fridges can tell you the calorie content of everything inside. Well, if there is so much intelligence around us, isn’t it about time our documents became smart as well?
We have come a long way from drawing pictures on the walls of caves (nearly 40,000 - 14,000 years ago). In fact, cave drawings (about 400 worldwide) were probably the first kind of documents humans had before the discovery of other ways to store information like books, which unlike cave walls, can be carried around and reproduced. But even the paper documents are now old fashioned especially with digital documents that are auto-generated with the aid of software like Windward offer the ability to easily edit documents, store, and search information easily and quickly.
Well, as impressive as digital documents may be for our parents, it just isn’t enough in terms of document evolution and now the smart documents are taking over.
The possibilities are insane, and the results inspire admiration.
This is the next generation of documents and they will keep on getting smarter with capabilities that we may just wish for now, but in a few years, they will be a reality. Here is a look at the next generation of documents.
Cloud storage has revolutionized the way documents can be accessed; documents are no longer restricted to the particular device on which they were created. Now, business documents are stored on the cloud and that means as long as you have an internet enabled device, you can access a document that was created and saved a thousand miles away!
This means organizations can have their employees collaborating on the same document even if they are separated by seven oceans and employees can be mobile and yet still have access to office documents on the go.
Thanks to cloud computing, standards of organizations can be maintained. Since the same document can be accessed on the cloud by multiple users, there is no need for someone to start from scratch creating the same document. This means the same document structure used in a company’s New York office will be maintained in Berlin,Beijing, Wellington, Cape Town as well as by a sales representative of the organization on a cruise ship in the Caribbean.
This also spells more efficiency in document management and creation. The back offices have less manual work to do when creating documents on auto mode and errors are minimized.
Do you ever find yourself wondering whether to use Excel or a text-based application to represent particular data? Well, smart documents remove that worry—there is now a more automated structure in the creation of documents, so the user does not even have to worry about applications, all this is done in the background and the user will just have to wait for the end product with the document creation software making the choice of application to use intuitively. Surely that is a big load off the user’s shoulder and a lot of valuable time saved.
Content is one of the most important aspects of a document and it should be accurate and well researched. Document generation has automated this process and eliminated human errors from the mix. Thanks to cloud storage and the availability of almost limitless information on the internet,documents can be created using this information.
Lazy researchers who may be unable to exhaust all the available information on a particular subject will no longer provide incomplete information. Smart documents will mine the internet and exhaust all the available resources to find accurate and up to date information on a subject and use it within the document. If, for example, you need a demographic survey of the people of Papua New Guinea, the automated document will search various pages on the internet to find the most recent data on that subject and present it in the final document. With such efficiency, you can be sure of accurate content delivered in the shortest amount of time.
While we are usually cautious of the multitude of misinformation on the internet, smart documents will be able to decipher facts so that only factual data is included in the document.
Even in our emails, smart documents are at work. There are a lot of people trying to pass the information on to us but not all of it is relevant.Well, we should not have to spend time sorting through our emails to decide what needs our attention. Smart documents can recognize specific content within a document and then categorize the documents according to its relevance to the user, that way the problem of information overload is mitigated.
As easy as digital documents may make our lives, they still need our input at times. Smart documents, however, will learn more about the user and begin to automate the entire process of creating the documents as well as the interaction with the document and Windward is a pioneer in this path!
Imagine turning on your computer and the documents sent from a correspondent appear in the format that you are more comfortable with and when you respond to that correspondence, the only input you are involved in is choosing the kind of document and the technology does the rest to put together the response and then send it back.
Human involvement will be cut to a great minimum in the document creation process so that time is saved and accuracy is maintained.
Throughout the years, document evolution has caused a revolution in the way we work. There is no doubt that document automation software like Windward is going to bring about important positive changes for any organization. Think of the amount of time that will be saved creating documents that play a pivotal role in an organization.
Document automation will improve adherence to organization standards in the structure and content of documents. Human error will be eliminated and there will be fewer people involved in the process of formulating complex documents which also translates to money being saved.
We can also look forward to a greener environment with less paper being used and needed for drafts and probably reusable paper will also save on the costs.