What is Documentation?
Documentation is any written or printed material used to describe, explain, or instruct regarding specific attributes related to any subject or topic.
It is an essential element of any business or work process to keep track of accountability, opportunities, or the entire workflow process. A document management system becomes indispensable for any organization to maintain a large volume of documents.
What is meant by Document Automation?
Document automation or automated document management is a collection of systems and workflows that assist in the creation and management of documents in electronic or digital format.
These include logic-based systems that use segments of pre-defined text or specific data to compile new documents. Document automation systems automate all pre-defined text, variable text, conditional text, and data from a collection of documents.
Reduce Workload: In the recruiting process, reviewing resumes, communication, approvals, onboarding, and many related actions are time-consuming and prone to errors in the traditional or manual process. With an ATS, document automation is an integrated feature, and users can access the documents from anywhere using any device and keep track of all phases of the documentation. The workload is reduced significantly as storing, identifying, and retrieving every document is seamless and integrated with associated applicants.
Reduce error – In the manual documentation process, a human is prone to make mistakes often that can cause severe disruption to the workflow. With an ATS, there is no scope for human error unless there is wrong input, and that makes the system efficient and helps complete the whole process effortlessly. Users will also get on-time notification of any task related to it.
Easy Access –
In the manual process, accessing specific documents in-spite of indexing and other methodologies is very time-consuming.
With an ATS, there is a useful built-in feature that allows users to easily search the document from the centralized database by using keywords or related phrases. All electronic or digital documentation can be accessed and retrieved when required quickly and efficiently. In-case the physical document, printed material is misplaced/lost or the record deleted from the system, the user can always recover it from the database.
Collaboration- In manual and conventional systems, it is tough to sort and arrange the related documents in a short amount of time when you need to share a document or document collection with one or more recipients. But with an ATS, communication is efficient and effective, and everything is integrated and automated, and the entire process is simplified. The users can share one or more documents or encapsulate it into one file, making updates and collaboration easy and fast to many recipients in any location.
In the manual process, recruiters face many issues like missing attachments, pre-defined formats, any other document attachments while communicating with multiple vendors, clients, applicant recipients. There is also the chance for breach of security when sensitive applicant information is sent electronically without using any security or encryption.
But in an ATS, all documentation is stored in the database with the latest encryption. Documents will be shared as attachments to any recipient with a digital signature and encryption content. It removes unwarranted human intervention and allows authorized users to perform such actions.
Demand of Documation in 2020:
If your enterprise is still dependent on written or printed material, this is an informative topic covered by TrackTalents. It is a leading cloud-based ATS (SaaS) service provider that you might not want to miss. Integration of document automation in an ATS minimizes data entry, reduces the time spent, and reduces the risks associated with human error. Other benefits include time and financial savings due to a decrease in paper handling, storage, distribution, postage, shipping, telephone, faxes, work hours, and other wastage.
In 2020, work from home has become a necessary step that many companies have adopted. Many applicants looking for new opportunities due to unpredictable circumstances find it difficult to communicate effectively with several recruiting teams, but by being a part of the ATS database, all communication is seamless. The applicants get notified at every stage of the process with the updated status.