Document automation

Document automation (also known as document assembly) is the design of systems and workflow that assist in the creation of electronic documents. These include logic based systems that use segments of pre-existing text and/or data to assemble a new document. This process is increasingly used within certain industries to assemble legal documents, contracts and letters. Document automation system can also be used to automate all conditional text, variable text, and data contained within a set of documents.

Automation systems allow companies to minimize data entry, reduce the time spent proof-reading, and reduce the risks associated with human error. Additional benefits include; savings due less paper handling, document loading, storage, distribution, postage/shipping, faxes, telephone, labour and waste.

Document automation in supply chain management & logistics

There are many documents used in logistics. They are called; invoices, packing lists/slips/sheets (manifests), pick tickets, forms/reports of many types (e.g. MSDS, damaged goods, returned goods, detailed/summary, etc.), import/export, delivery, bill of lading (BOL), etc. These documents are usually the contracts between the consignee and the consignor, so they are very important for both parties and any intermediary, like a third party logistics company (3PL) and governments. Document handling within logistics, supply chain management and distribution centers is usually performed manual labor or semiautomatically using bar code scanners, software and tabletop laser printers. There are some manufacturers of high speed document automation systems that will automatically compare the laser printed document to the order and either insert or automatically apply an enclosed wallet/pouch to the shipping container (usually a flexible polybag or corrugated fiberboard/rigid container). See below for external website video links showing these document automation systems. Protection of Privacy and Identity Theft are major concerns, especially with the increase of e-Commerce, Internet/Online shopping and Shopping channel (other, past references are catalogue shopping and mail order shopping) making it more important than ever to guarantee the correct document is married or associated to the correct order or shipment every time. Software that produce documents are; ERP, WMS, TMS, legacy middleware and most accounting packages.

The document automation/assembly industry

Document assembly was pioneered in the late 1970s in Utah. The basic functions are to replace the cumbersome manual filling in of repetitive documents with template-based systems where the user answers software-driven interview questions or data entry screen. The information collected then populates the document to form a good first draft'.^[1] Today's more advanced document automation systems allow users to create their own data and rules (logic) without the need for programming.

While document automation software is used primarily in the legal, financial services, and risk management industries, it can be used in any industry that creates transaction-based documents. Popular document automation solutions on the market today include Xinnovation, Business Integrity, Exari, HotDocs, Intelledox, Rapidocs and XpressDox. A good example of how document automation software can be used is with commercial mortgage documents. A typical commercial mortgage transaction can include several documents including:

• promissory note
• environmental indemnity
• trust deed
• mortgage
• guaranty

Some of these documents can contain as many as 80 to 100 pages, with hundreds of optional paragraphs and data elements. Document automation software has the ability to automatically fill in the correct document variables based on the transaction data. In addition, some document automation software has the ability to create a document suite where all related documents are encapsulated into one file, making updates and collaboration easy and fast.

Simpler software applications that are easier to learn can also be used to automate the preparation of documents, without undue complexity. Clipboard managers such as textBEAST allow the user to save frequently-used text fragments, organize them into logical groups, and then quickly access them to paste into final documents.

Document automation in the legal services market

The role of automation technology in the production of legal documents has been widely recognised. For example, Richard Susskind’s book ‘The End of Lawyers’ looks at the use of document automation software that enables clients to generate employment contracts and Wills with the use of an online interview or decision tree^[2]. Susskind regards Document Assembly as one of 10 'disruptive technologies' that are altering the face of the legal profession^[3]. In large law firms document assembly systems are increasingly being used to systemise work, such as complex term sheets and the first drafts of credit agreements^[4][5].

With the liberalisation of the UK legal services market spearheaded by the Legal Services Act 2007 large institutions have broadened their services to include legal assistance for their customers^[6][7]. Most of these companies use some element of document automation technology to provide legal document services over the Web^[8]. This has been seen as heralding a trend towards commoditisation whereby technologies like document automation result in high volume, low margin legal services being ‘packaged’ and provided to a mass-market audience^[9][10][11].

References

1. ^ Article: Disrupting Conventional Law Firm Business Models using Document Assembly Mountain, Int J Law Info Tech., 2006; 0: eal019v1
2. ^ Article Who's afraid of computer generation? Eduardo Reyes (Thursday 28 October 2010)
3. ^ The End of Lawyers?: Rethinking the Nature of Legal Services Richard Susskind OBE Oxford University Press, USA (January 15, 2009)
4. ^ Article: Swift Justice Pete Swabey (20 December 2010)
5. ^ Article: Client services - Distance relationships Marc-Henri Chamay Legal Technology Journal
6. ^ Article: Braced for the big bang and Tesco law Jon Robins The Times
7. ^ Article: A trip to the shops can end in divorce Ellen Kelleher The Financial Times
8. ^ Article: Why big brand legal services are bad news for solicitors Neil Rose The Guardian (Tuesday 2 November 2010)
9. ^ Article: Commoditisation of Legal Services - What It Means for the Future of Legal Practice Sylvia Lowe Law Gazette
10. ^ Article: From bespoke to commodity Professor Richard Susskind OBE Legal Technology Journal (2006)
11. ^ Article: The commodities business Professor Richard Susskind OBE The Law Society Gazette (Thursday 13 April 2006)

See also

• Business Integrity
• Document Modelling
• Intelligent Document

Vendors

• Epoq Group
• Exari
• HotDocs

External links

• Fall in Line With Document Assembly
• First, Do No Harm article about documentation within Pharmaceutical Industry