The Case for Document Automation and Integrated Systems

What we can learn from NASA

Flashback to 1999. September 23^rd, 1999, to be specific. Does that date sound familiar? Maybe, maybe not. On this day, an incident occurred which served as a stark reminder of the potential consequences of human error.

The Mars Climate Orbiter, a $125 million craft on a mission to explore the red planet, was poised to collect invaluable data. This mission was never completed. The craft went radio silent. It was assumed that it was most likely to have disintegrated in the harsh atmosphere.

The reality? It was a simple yet monumental mistake. The failure was due to some of the crafts software being configured to use US customary units instead of the metric system.

Such an error seems incomprehensible, especially given that NASA made it. However, the incident highlights a truth: every process that involves human input is susceptible to error.

Organizations can mitigate these risks and enhance efficiency by adopting document automation, document generation and integrated systems with Application Programming Interfaces (APIs).

The Mars Climate Orbiter: A Costly Mistake

This disaster serves as a compelling example of the impact of human error. It highlights that when systems don’t talk to each other or ‘play nicely’, combined with human error, mistakes can occur. In this instance, the failure to ensure consistent units of measurement in the spacecraft's software led to discrepancies between expected and actual trajectories. As a result, the probe was lost, and with it, many wasted years of planning, extensive resources, and $125 million in taxpayer money!

The Human Element: Inherent Vulnerability to Error

The potential for error exists in any workflow or process involving human interaction. Whether that’s data entry, calculations, or decision-making, humans are fallible, and mistakes can happen for many reasons. Some of the top reasons we see at Kim are:

Rekeying: Many processes involve manually rekeying data from one form to another or inputting data from a form into a system, making errors more likely.

Distractions: In a fast-paced work environment, distractions are common. A momentary lapse in concentration can result in errors that go unnoticed until it's too late.

Lack of Standardization: Inconsistencies in processes and procedures can lead to confusion and errors. This is particularly true when multiple systems or teams are involved.

Systems that don’t ‘play nicely’: It’s all well and good having expensive, fancy systems that automate processes, but if those systems don’t talk to each other, you’re creating more opportunities for error.

Document Automation and Integrated Systems

To address the inherent vulnerabilities of human-driven processes and avoid a Mars Climate Orbiter-style error, organizations should consider implementing document automation and systems that seamlessly integrate with other systems. There are several benefits to doing this, including:

Consistency: Document automation ensures data is entered, processed, and shared consistently across systems. This reduces the risk of errors caused by manually rekeying data.

Efficiency: Automation speeds up processes, saving time and effort required for routine tasks. This allows employees to focus on higher-value tasks that require human judgment and creativity.

Accuracy: Integrated system APIs enable seamless data exchange between applications and platforms. By enabling your tech stack to ‘play nicely’, you are vastly reducing the chances of data discrepancies and ensuring that information across all your systems is up-to-date and accurate.

Error Prevention: Automation can include built-in validation checks and error handling. This minimizes the risk of costly mistakes going unnoticed.

Visibility: Integrated systems provide real-time visibility into data and processes, allowing for proactive identification and resolution of issues.

Learning from Mistakes and Futureproofing Your Organization’s Tech Stack

The Mars Climate Orbiter incident is a cautionary tale, reminding us of the potential consequences of human error and systems that don’t ‘talk to each other’. While we can never eliminate human error entirely, organizations can reduce its likelihood by adopting document automation and integrated systems.

These technologies enhance accuracy and efficiency while freeing up valuable time, pushing employees higher up the value curve. By learning from past mistakes and embracing modern solutions, organizations can minimize the risk of costly errors, avoid rekeying data into multiple systems and ensure their data is clean and up to date.