Until recently, technology options were limited for integrating document-driven processes with the backend systems that support an organization's sales, finance, HR, and other activities. However, the advent of intelligent electronic documents provides organizations with the opportunity to roll document workflows into more integrated, automated processes, bringing much-needed efficiency to how forms and other business documents are completed and processed inside and outside an organization.

From Paper to Digital
In contrast to paper forms or even static digital pages, intelligent documents are interactive and dynamic-much more than simple replacements for paper. They contain built-in features for automatic routing to one or multiple reviewers, for verifying that forms are completed properly, and for supporting document control and security. They enable organizations to accelerate and streamline processes, eliminating the need for staff to rekey data and copy, route, and track information across multiple groups. At the same time, intelligent documents support business goals aimed at following workflow policies, improving collaboration, securing content, and complying with regulations.

The use of intelligent documents is increasing today in financial services, manufacturing, and government operations. For example, the Kansas Department of Transportation (KDOT) has automated previously paper-dependent workflows to better handle constituent requests and manage the thousands of projects the agency undertakes annually. The result has been enhanced services and reduced operating costs.

A Study in Efficiency
KDOT is an excellent example of how organizations can achieve greater benefits from BPM by uniting paper-centric and digital workflows. At KDOT, more than 3,000 employees oversee the state's network of roads and bridges; responsibilities include maintaining the transportation system, collecting and evaluating data, scoping new projects, overseeing design and construction, and coordinating other essential tasks.