Automated form processing: The Comprehensive Guide

Manual form filling is not only time-consuming but also prone to human error, which can result in inaccuracies and inconsistencies in the captured data. Automated form processing has evolved as a powerful option that uses advanced technologies to streamline data collecting and management. By utilizing OCR-based form automation, businesses can drastically reduce the time and errors associated with traditional data entry techniques.

OCR-based form automation uses Optical Character Recognition to turn various forms of documents, such as scanned paper documents or PDFs, into editable and searchable information. This technology seamlessly integrates with form automation workflows, enabling automatic extraction and processing of data from various types of forms.

By the end of this blog, you should have a solid understanding of automated form processing and its practical applications. Whether you’re interested in incorporating this technology into your business or simply curious about its capabilities, this guide equips you with the information you need for effectively using automated form processing

What is automated form processing?

Automated form processing is the use of technology to record, retrieve, and process data from various forms without requiring manual interaction. This process often consists of multiple processes, including the digitization of physical forms, data extraction by Optical Character Recognition (OCR), and integration of the data into digital systems for further analysis or action. Implementing OCR-based form automation allows enterprises to drastically minimize the time and errors associated with manual data entry, resulting in more efficient and accurate data handling.

Benefits of Automated Form Processing

1. Increased Efficiency

Automated form processing significantly speeds up the data capture and extraction process, reducing the time required to process forms. Unlike manual data entry, which is labor-intensive and time-consuming, automated systems can handle large volumes of forms rapidly.  

For example, in a healthcare setting, automated form processing can expedite patient data entry, enabling faster access to medical records and timely patient care.

2. Improved Accuracy

Manual data entry is prone to human errors, such as typos and misinterpretations of handwriting, which can lead to incorrect data being entered into systems. Automated form processing, particularly when combined with OCR-based form automation, minimizes these errors by accurately capturing and interpreting data from various forms. 

3. Cost Savings

By reducing the need for extensive manual labor, automated form processing can lead to substantial cost savings for businesses. The automation of data entry tasks cuts down on labor costs associated with hiring, training, and retaining employees solely for data entry purposes. Over time, these savings can be significant, making automated form processing a cost-effective solution for businesses of all sizes.

4. Enhanced Productivity

Automated form processing enables employees to focus on more strategic and value-added tasks instead of repetitive and mundane data entry work. This shift in focus can lead to enhanced productivity, as employees can dedicate their time and skills to tasks that require critical thinking, creativity, and decision-making. 

For example, in a financial institution, staff can spend more time on customer service and financial planning rather than on entering data from application forms, thus improving overall service quality and customer satisfaction.

5. Scalability

One of the key advantages of automated form processing is its ability to easily scale to handle varying volumes of form submissions. Whether a business experiences growth, seasonal spikes, or fluctuating demands, automated systems can adapt to process increased volumes without the need for proportional increases in staff or resources. This scalability ensures that businesses can maintain high levels of efficiency and accuracy even during peak times, supporting sustained growth and operational resilience. 

The Process of OCR-Based Form Automation:

OCR (Optical Character Recognition) is a technology that enables the conversion of different types of documents, such as scanned paper documents, PDF files, or images captured by a digital camera, into machine-readable text data. The technology works by analyzing the text within a scanned document or image file and translating the characters into code that can be used for data processing.

Step 1: Document Capture

Physical documents are scanned to create digital images. Digital images of documents can also be captured using cameras or smartphones.

Step 2: Preprocessing

Removing noise, correcting distortions, and adjusting brightness and contrast enhance the quality of the scanned image. The system segments the document into different parts, such as text, images, and tables, for easier processing

Step 3: OCR Processing

OCR algorithms analyze the text in the document, recognizing characters and converting them into machine-readable text. The system can detect the language of the text to apply appropriate recognition rules. Advanced OCR systems can recognize various fonts and handwriting styles, improving accuracy.

Step 4: Data Extraction

The system identifies different fields in the form, such as name, date, address, etc. Relevant data is extracted from these fields and converted into a structured format.

Step 5: Data Validation

The extracted data is verified against predefined rules and databases to ensure accuracy. Any discrepancies or errors identified during verification are corrected, either automatically or through human intervention.

Step 6: Data Integration

The validated data is stored in a database for easy access and retrieval. The data can be integrated with other software systems, such as CRMs, ERPs, and HRMS, to automate further processing and workflows.

Top Industrial Applications

1. Healthcare

• Patient Record Management: Automated form processing enhances the management of patient records by extracting and entering patient information from forms accurately, ensuring seamless record-keeping.
• Insurance Claims Processing: OCR-based form automation streamlines the handling of insurance claims by extracting data from claim forms and verifying it against existing records.
• Appointment Scheduling: The form automation workflow simplifies appointment booking by capturing and processing patient details from registration forms efficiently.

2. Banking and Finance

• Customer Onboarding: Accelerate the onboarding process with automated form processing that extracts information from KYC (Know Your Customer) documents and application forms.
• Loan Application Processing: Enhance the efficiency of loan processing through OCR-based form automation, which extracts data from loan applications and supporting documents.
• Invoice Management: Automate the capture and processing of invoice data, improving accuracy and speed in accounts payable processes.

3. Government

• Tax Form Processing: Streamline tax collection and processing by automating the extraction and validation of data from tax forms.
• Regulatory Compliance: Ensure compliance with regulatory requirements through automated form processing of compliance forms and reports.
• Public Records Management: Facilitate the digitization and management of public records and reduce manual handling.

4. Education

• Student Enrollment: Simplify the enrollment process with automated form processing that captures and processes student information from enrollment forms.
• Examination and Grading: Enhance the efficiency of exam administration and grading by using OCR-based form automation to extract data from exam papers and answer sheets.
• Transcript Processing: Streamline the generation and management of student transcripts by automating data extraction from academic records.

5. Logistics

• Shipping and Delivery Forms: Improve logistics operations by automating the extraction and processing of data from shipping and delivery forms.
• Customs Documentation: Streamline customs processing with OCR-based form automation that captures and validates data from customs forms and declarations.
• Inventory Management: Enhance inventory tracking and management through automated form processing of inventory forms and receipts.

6. Legal

• Contract Management: Reduce the time and effort required for contract review and management by automating the extraction and processing of data from contracts.
• Case Management: Streamline case management with automated form processing that captures and processes data from legal forms and documents.
• Compliance Reporting: Ensure accurate and timely compliance reporting by automating the extraction and validation of data from compliance forms.

7. Retail

• Order Processing: Enhance order fulfillment efficiency with automated form processing that captures and processes data from order forms.
• Customer Feedback: Streamline the collection and analysis of customer feedback by automating the extraction of data from feedback forms and surveys.
• Loyalty Programs: Simplify the management of loyalty programs through automated form processing of loyalty enrollment forms.

8. Human Resources

• Employee Onboarding: Accelerate the onboarding process with automated form processing that extracts and enters employee information from HR forms.
• Payroll Management: Enhance payroll processing accuracy and efficiency with OCR-based form automation that captures data from payroll forms.
• Performance Evaluations: Streamline the performance evaluation process with automated form processing that extracts and processes data from evaluation forms.

9. Insurance

• Policy Administration: Simplify policy administration with automated form processing that extracts and processes data from policy application forms.
• Claims Management: Enhance claims processing efficiency with OCR-based form automation that captures and validates data from claim forms.
• Risk Assessment: Improve risk assessment accuracy with automated form processing that extracts and analyzes data from risk assessment forms.

10. Real Estate

• Lease Management: Streamline lease management with automated form processing that extracts and processes data from lease agreements.
• Property Management: Enhance property management efficiency with OCR-based form automation that captures and processes data from property management forms.
• Tenant Screening: Simplify tenant screening by automating the extraction and validation of data from tenant application forms.

Conclusion

Automated form processing has the potential to revolutionize form management across a range of sectors, notably including education, healthcare, government, and finance. Choosing the right automated form processing platform enhances operational efficiency, improves data accuracy, and ensures more effective resource allocation, driving better outcomes and maintaining a competitive edge in the digital age.

Your company might need the automation of a workflow that is not currently supported by the native automation available. To address these issues, you can leverage automation tools such as Robylon AI. Robylon AI enables users to create personalized connections across many software platforms, allowing them to arrange processes fluidly across multiple web applications and tabs. 

Interested in learning more? Schedule a demo with us.