DMS

Modern implementation of the paperless office concept has two main focuses: creating documents and managing documents. Since major systems have already displaced paper altogether (e.g., enterprise resource planning, customer relationship management, accounting software, etc.), paper that remains in use is largely generated by processes that capture data, generate reports, and distribute communications. As software and computers have evolved, the first problem addressed has been management of existing and legacy documents through document management systems.

Document management and archiving systems do offer some form automation functions. Typically, the point at which document management systems start working with a document is when the document is scanned or sent into the system. Many document management systems can read documents via optical character recognition (OCR) and use that data within the document management system. While this technology is essential to a paperless office^[1] it does not address the processes that generate paper in the first place.

The ultimate step towards eliminating paper is to change the way that documents are created. In 1993 Adobe Systems introduced the Portable Document Format (PDF) to facilitate the exchange of documents in a universal manner across most computer platforms. This format has laid the foundation for creating, transporting, working on, and archiving electronic documents—and in 2008 became an ISO standard.^[2] In addition, the PDF model established a method for automating forms that can be pre-filled with existing data and manually entered on a PC screen—which can reduce or eliminate printed forms.

Implementation tools

A typical enterprise forms automation implementation typically combines:

• A library of electronic versions of paper-based documents (PDF format or comparable format)
• Data store of existing data or web pages that collect data to fill onto forms
• Software that pre-fills existing data from databases and data stores onto electronic forms
• Software that saves forms in process or partially completed
• Software that captures and translates electronic form data
• Workflow systems that manage interaction with forms and data
• Two-way messaging between forms and systems during submission and validation
• Barcode software that matches images of forms with electronic form data
• Digital signature solutions that capture signatures electronically

Implementation challenges

The primary challenge to using these technologies is resource planning and implementation costs. However, all necessary technologies have existed since at least 2000. Furthermore, the U.S. Congress signed the Electronic Signatures in Global and National Commerce Act (ESIGN Act) into law, which lets companies accept digital signatures as valid signatures. Even with the law in effect, companies have been slow to adopt such solutions due to the cost and skills required to design, build, and maintain them at reasonable cost.

A secondary challenge is integrating electronic forms into an existing process, whereby existing data stores can be accessed and supplied to and from the forms. While tools to assist with integration exist, most implementations require custom programming for specific forms and data sources.

Many of these challenges are addressed by middleware solutions, technology platforms, and services that tie the pieces together. Known as Enterprise Application Integration (“EAI”), developers of EAI solutions are continually introducing new cost-effective methods to take advantage of web-based and centrally-managed capabilities and leverage legacy systems.^[3] With each advancement in EAI technologies enterprise forms automation becomes easier to implement and manage.