Document automation (also known as document assembly or document management) is the design of systems and workflows 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 systems 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: time and financial savings due to decreased paper handling, document loading, storage, distribution, postage/shipping, faxes, telephone, labor and waste.
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'. 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. 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
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. For example, Pathagoras holds itself out as a 'plain text, no fields allowed' document assembly system. Clipboard managers allow the user to save frequently-used text fragments, organize them into logical groups, and then quickly access them to paste into final documents.
In supply chain management
There are many documents used in logistics. They are called: invoices, packing lists/slips/sheets (manifests), content lists, pick tickets, arrival acknowledgement 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 semi-automatically 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 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.
In legal services
Automation technology may be used in the production of legal documents, such as employment contracts and estate planning documents, potentially with the use of an online interface or decision tree. In large law firms document assembly systems are often used to systemize work, such as through the creation of complex term sheets and the first drafts of credit agreements.
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. Most of these companies use some element of document automation technology to provide legal document services over the Web. 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.
Insurance policies and certificates, depending on the type, policy documents can also be hundreds of pages long and include specific information on the insured. Typically, in the past, these insurance document packets were created by a) typing out free-form letters, b) adding pre-printed brochures c) editing templates and d) customizing graphics with the required information, then manually sorting and inserting all the documents into one packet and mailing them to the insured. The various documents included in one packet could include the following kinds of documents:
- Welcome letter
- State-specific policy documents
- Listing of items insured and insurance amounts
- ID card
- Company information
- Marketing material (other products)
A lot of work can go into putting one packet together. In most policy admin systems, the system will generate some kind of policy statement as a starting point but might need to be customized and enhanced with other required materials.
- Article: Disrupting Conventional Law Firm Business Models using Document Assembly Mountain, Int J Law Info Tech., 2006; 0: eal019v1
- "e-FREIGHT is an Integrated project within the EU's 7th Framework programme". e-Freight. Archived from the original on 30 May 2012. Retrieved 23 November 2012.
- IATA. Cargo-XML Standards: Modernizing air cargo communication.
- Reyes, Eduardo. "Who's afraid of computer generation?". The Law Society Gazette. The Law Society of England and Wales. Retrieved 3 May 2019.
- "How IT is changing the legal sector". Information Age. Bonhill Group plc. 20 December 2010. Retrieved 3 May 2019.
- Chamay, Marc-Henri; Widdowson, Jules. "Client services - Distance relationships". Legal Technology Journal. Archived from the original on 2 November 2010. Retrieved 3 May 2019.
- Article: Braced for the big bang and Tesco law Jon Robins The Times
- Article: A trip to the shops can end in divorce Ellen Kelleher The Financial Times
- Article: Why big brand legal services are bad news for solicitors Neil Rose The Guardian (Tuesday 2 November 2010)
- Article: Commoditisation of Legal Services - What It Means for the Future of Legal Practice Archived 2011-07-20 at the Wayback Machine Sylvia Lowe Law Gazette
- Article: From bespoke to commodity Archived 2011-01-29 at the Wayback Machine Professor Richard Susskind OBE Legal Technology Journal (2006)
- Article: The commodities business Archived 2012-03-04 at the Wayback Machine Professor Richard Susskind OBE The Law Society Gazette (Thursday 13 April 2006)