In today’s digital age, document processing is a crucial aspect of every organization, including government and public sector entities. However, with the vast amount of data being generated every day, manual document processing can be time-consuming, error-prone, and inefficient. This is where Intelligent Document Processing (IDP) comes in, a technology that uses AI and ML algorithms to automate document processing tasks.
In this article, I’ll show you 12 use cases of IDP in the Government and Public Sector and how it helps the state and Central Government to automate their Manual Document Task and speed up their performance.
So, Let’s get started.
1. Contract Management
To Work with the Private and Public sectors, Government Has to sign many Business contracts, especially with Private or Limited Companies. These types of Contract documents contain very crucial Data. By using Intelligent Document Processing, the Data Management Department of the Government Sector can automate data extraction from various contract documents, streamline contract approval processes, improve compliance with regulations, and enhance contract monitoring and analysis. This software not only automates the process but also reduce error and save time.
2. Surveys Data Capture and Analysis
When government or any Public Service organization conducts a public survey access the geographical Large area, village, city, as well as overall in a State or Country. There are lot of Data to organize. With the help of intelligent document processing and RPA, this data collection and organization process can improve the efficiency and effectiveness of public surveys through rapid analysis of captured data with RPA and advanced analytics, reducing manual data entry errors and increasing data accuracy.
3. Online feedback data collection
There are many sources like newspapers, blogs, social media, and many more which can be used to collect data and analyze it. So, that, Government agencies can leverage local newspapers, blogs, and social media platforms to gather feedback from the public about their online feedback data collection initiatives. By using intelligent document processing technology, they extract feedback data from forms, newspapers, and magazines and improve the accuracy and speed of their data collection efforts.
4. Application Processing
In the Land Department of Government Sector or any other, IDP software helps to automate the property registration of applications. Basically, the software extracts data from application forms and supporting documents, reducing manual data entry and errors. It Automates property registration applications and updates the property registry to reduce heavy backlog and pressure on staff. In addition, with the help of RPA, it also automates the processing of reminder letters related to property registration applications that are incomplete and incorrect. This improves the accuracy of application review and also speeds up the process.
5. Automated Financial Assistance Application Processing
Intelligent Document Processing Software and RPA technology help to automate the financial application processing task of the administration department to the Self Employed Worker, Farmer, and SME for faster payments. Basically, the software automatically extracts data from the bulk of Paper documents and store data in the database. When Data is stored in Digital Medium, it is easy to find the applicant’s name and proceed with the payment fast.
6. Automatic Public Records Storing
In any department in Government and Public Service Organize, there are a lot of physical documents needed to organize and save the data of the documents in the Digital System. Taking One Document, Reading Data, and storing it in the system is very time-consuming and error-prone. By Implementing intelligent document processing (IDP) software, it is fully automated.IDP software automatically extracts key data from the records, classifies and categorizes them, and ensures security measures are in place to protect the records from unauthorized access or tampering. This practice saves time, improves efficiency, reduces costs, and enhances transparency in public record management.
7. Data Migration to another System
When it is time to migrate a large volume of data to another system with high efficiency and less time, the combination of IDP technology and RPA can do this. It migrates from legacy systems to modern technology platforms by taking only a few hours compared to days and months of downtime. The IDP software extracts and convert the data into a format compatible with the target system by verifying the accuracy and completeness of the migrated data and ensuring that proper security measures are in place to protect the data during migration.
8. Financial Reliefs Processing
Government has many financial relief programs for supporting small businesses, and people. In this sector, there are a lot of documents that need to be verified data and it is the most challenging task for an employee. So, by implementing the Intelligent Document processing Software, it is fully automated. Basically, The software extracts the data from the application of financial relief such are name, address, the reason for the financial relief, amount, date, and many more data, and stores the data in the database. After that, by verifying some green flags of rules and policy. it triggers to Account Department to initiate the amount from the Account Department.
9. Automated Election Task
Election Commission can automate its manual election task with help of the IDP Software. First, an employee or the Advanced IDP Software like Docextractor digitalizes and organizes all relevant election documents, such as voter registration forms, candidate nomination forms, and ballot papers. Then, implement IDP technology to automatically extract and verify the required information from these documents, such as voter names, and candidate details, and next, save and organize the data as per the rule of the Election Commission. By integrating the software into their existing system, the manual election task can be fully automated with high efficiency and accuracy of election tasks, reduce errors and fraud, and enhance public trust in the election process.
10. Order Management of Personal Protective Equipment (PPE)
In the Logistics Department, When It comes to supplying products to the public and Private sector from the government, There IDP Software can be used to automate the manual paperwork. With the power of its Machine Learning and Artificial Intelligence Algorithm, the software digitize all relevant order documents, such as purchase orders, delivery notes, and invoice, and extract the data from these documents, such as item names, quantities, and delivery dates. Integrating the IDP Software into the order management system of the Logistics Department enables automatic processing and tracking of PPE orders. And, by doing this, improve speed and accuracy reduce administrative burdens, and enhance transparency.
11. Automated Volunteers Application in Crisis Management
Intelligent Document Processing (IDP) software also can be used to automate tasks in the public sector emergency department like hospitals, Relief departments, and Police Forces. IDP Software automatically extracts and verifies required information such as name, contact information, and skills from submitted documents from the existing system of the department. Next, implement an IDP-enabled decision-making system that matches the needs of the crisis response team with the skills and availability of volunteers. This automation practice Speed up this critical part of the enrollment process with automation and move applicants faster.
12. Environmental Compliance
Intelligent Document Processing Software can improve compliance monitoring efficiency, reduce errors, and enhance transparency and accountability in environmental regulation. The Software automatically extracts and verifies the necessary information, such as deadlines and inspection results from the documents like permits and inspection reports. After the review and regular monitoring, it ensures the accuracy and effectiveness in supporting efficient and effective environmental compliance.