April 14, 2011

Website Design - Optimize Information Processing And Eliminate Operating Costs

digitize a book, computer books
Different levels of automation that can be achieved through the implementation of a dynamic website including some facilities for online transaction processing with databases.

Daily activities in the performance of functions within an organization largely comprise data management, numbers, codes, names, numbers, dates, passwords, addresses, phone numbers, among many other kinds of information. Applications, insurance policies, bank statements, contracts, subscriptions, licenses, records, affidavits, orders, referrals, monitoring of shipments, invoices and receipts are just some examples of the huge amount of documents that businesses process every day.

Information systems and computers have been present in business for more than three decades with the sole purpose of facilitating precisely the information processing and optimizing business processes.

Computers are undoubtedly a valuable tool for information processing in business when this information has already been digitized (converted into an electronic document either manually by a data capture or through an optical character recognition program or OCR).

This process involves someone scanning and capturing the information into a text document, spreadsheet, online form, database, screen capture, or any other form of data input.

Indeed, information systems are not yet ready, at least those we use in an ordinary way, so they can take data directly from paper documents. It is therefore necessary that someone in your company takes the time to capture information before processing.

The digitization process has a cost

Have you been thinking much time you devote everyday a day in digitizing documents so that they can be processed in your information systems? I mean data found on a printed medium and that has come to your business by mail, courier, fax or some form of sales staff filled as a result of a conference call.

How can we optimize the process of digitization of information supported by existing technologies?

To understand more easily the solutions presented later in this article, consider now one of the most common processes for information capture: Processing of orders. The digitization of data in an order is traditionally executed in three phases:

1. Placing the order in writing or verbally by the customer.

2. Placing the order in writing by the sales executive.

3. Capturing the form to process the order.

Optimize information processing and eliminate operating costs

Imagine you in this process to eliminate the latter two activities and that their customers can place their orders through a website that will allow your company to receive information that can be digitized and processed directly by their information systems.

Indeed, a website can reduce the operating costs inherent to the digitization of information, because you will eliminate the manual handling of data.

Different levels of automation that can be achieved through the implementation of a dynamic website (websites that includes some facilities for online transaction processing databases). Then present a summary of these options:

1. Data form sent by email without format for processing

In this case there will be a substantial saving in costs, because what is being done is simply to replace the sending of a fax by sending an email. It will be necessary however that your systems capture the information contained in the e-mail.

2. Data form via email in a format for processing

In this case there is indeed a cost savings of digitization, as the text file can be directly processed by the system information of your business. You do not have to prepare any documents nor need to manually capture data from the application, request or order.

3. Registration forms directly to a database

This technique allows you to store directly to a database the information from electronic forms. The data your customer enters through the website will be recorded directly to a file that can be processed by the information systems of your business.

4. Registration forms with validation

In addition to directly generate records in a database, this technique allows us to validate the information online at the time to be filling the electronic form. This allows us to detect possible errors from the moment of capture and significantly reduce the number of invalid records.

5. Form processing in real time

In this case, the information from the electronic forms on your website is validated and recorded directly from the databases of your information systems, so that these files will immediately reflect the new information entered by customers through the website.

6. Information Consultation

Websites allows you to not only process information in electronic forms, but also consult the database of your organization. You can build a website in your business so your customers can find information on inventories or stocks, order tracking, account balances, statements, movements, tracking requests, descriptions of products or articles, progress monitoring, among other applications.

This technologies are available to you

Best of all is that you can implement these facilities through a computer system which need not necessarily has be located within your company. Only in cases where your business claims processing of forms in real time you will require your own web server. In all other cases you can implement these facilities in the server where they are currently offering the hosting service.

Streamline your business processes, minimize manual processing of information and eliminate some costs of operation. Almost every organization out there is already taking advantage of these technologies to substantially reduce the costs associated with the digitization of information from their customers.

Are you ready to fully enter the era of Internet and start enjoying the benefits of these technologies?

About the Blog Author: Timpa has the mission of providing all entrepreneurs, whether experiencied or not in online business strategies, with the right information to help them manage their businesses online in the best, most time-effective and cost-effective, smarter way.