Improving Document Management with Document Splitting

Introduction

In today’s fast-paced and information-rich world, efficient document management is essential. As the volume of digital information grows, organizing and streamlining this information becomes necessary. One effective way to manage large amounts of data is by splitting large documents into smaller, more tailored versions. This approach makes it easier to access, share, and update content, allowing information to be customized to fit the specific needs of its audience.

Document splitting is particularly beneficial across various fields such as education, legal, healthcare, corporate, and more. By breaking down lengthy reports for specific departments or purposes, organizations can transform complex documents into manageable pieces that deliver targeted information.

In this blog, we will explore common scenarios where splitting a document into smaller or customized versions can be essential and advantageous.

Why The Need to Split Documents?

The need to split documents often arises from the complexity and volume of information that organizations handle daily. As businesses grow, they generate and receive large amounts of documents, which can be difficult to manage and analyze.

Let’s discuss some common scenarios that highlight the necessity of splitting documents:

Better Document Management

As we increasingly rely on digital documentation, organizing and accessing specific information in large documents has become challenging. Document splitting addresses this issue by breaking down large, complex documents into smaller, more manageable sections.

Use Case: By splitting documents into smaller sections, each department within the organization can quickly locate and retrieve specific information without searching through large, multi-page documents. This capability enables teams to respond faster to requests, avoid unnecessary delays, and improve service levels throughout the organization. It optimizes storage by retaining only necessary sections, reducing costs, and enhancing the performance of document management systems. These improvements lead to a more flexible, secure, and efficient document management system, boosting productivity and resource utilization.

Automated Document Processing

Automated document processing has become essential for businesses aiming for efficiency and agility. Document splitting allows automated systems to classify and route each segment individually, directing it to the appropriate department or workflow:

Use Case 1: In a healthcare section, patient records can be divided by treatment types, so billing information goes directly to the finance team while clinical notes are sent to the medical team. Such precise routing minimizes the time and effort involved in manual sorting and speeds up document processing.

Use Case 2: A legal contract can be segmented so that only key clauses related to compliance are flagged for review. This approach saves time by allowing reviewers to focus on essential content, facilitating faster approvals.

This improves accuracy, reduces processing time, and ensures that only the most relevant data is captured and processed, leading to quicker downstream operations.

Extracting Specific Pages

Extracting specific pages from multi-page documents offers the flexibility to isolate and manage relevant sections. This approach enables quick access to precise information and optimizes storage by handling only the necessary document pages.

Use Case: By extracting specific pages, employees can directly access the relevant information needed without sifting through entire documents. In financial reporting, only the summary page or particular sections may be required for review, allowing teams to access essential details quickly. This facilitates faster decision-making and reduces the time spent navigating large documents.

This approach ensures that employees can quickly access the specific pages they need, ultimately improving productivity and compliance across the organization.

Data Security

Document splitting enhances data security by implementing tailored security and access protocols. It not only improves control over sensitive data but also reduces risks associated with unauthorized access, compliance breaches, and data leaks.

Use Case: By splitting a document, organizations can establish fine-grained access control, ensuring that specific sections are accessible only to designated personnel. For example, financial data within a contract can be reserved for the finance team, while legal sections remain accessible only to legal personnel. This precise control minimizes the risk of unauthorized access to sensitive information.

Furthermore, by splitting documents, organizations can align with data privacy regulations such as GDPR, HIPAA, and CCPA more effectively. Sensitive sections can be handled according to compliance requirements, with access restrictions and audit trails applied to each segment.

How Can MST eViewer Document Viewer Help?

eViewer is a powerful document viewer that enhances document management and security by supporting document splitting and various viewing capabilities tailored for handling complex and large documents. It allows organizations to split documents and control access to specific sections, reducing the risk of unauthorized access and ensuring compliance with data privacy standards.

With detailed permissions settings, administrators can assign user-specific access rights, and every interaction is logged for accountability and auditing purposes, making it ideal for compliance in regulated industries.

eViewer offers REST APIs that allow users to split documents, extract pages, and apply redaction without a user interface. This capability enhances document categorization, improves data capture, minimizes errors, and streamlines automated workflows. It also supports automated tools for splitting documents directly from the user interface, as well as using the REST APIs.

Overall, eViewer is an ideal solution for organizations aiming to enhance document security, optimize workflows, and meet compliance requirements.