Embracing a digital transformation can seem overwhelming. In the past, taking your processes paperless required an enormous budget, complicated IT integrations and workarounds, and hours spent teaching employees complex software and new processes.
Now, going paperless is easier than ever.
From out-of-the-box software solutions to on-demand scanning services, organizations are able to streamline processes and reduce the use of paper in a matter of months - or even weeks.
Where do you start? This no-nonsense guide will help you understand the steps you need to take to go paperless, the different products and services that can assist you with your digital transformation, and best practices for getting started at your organization today.
Going paperless is the process of converting businesses processes that rely heavily on paper to digital documents and automated workflows.
A combination of products and services can help you go paperless including:
The benefits of going paperless are boundless. Not only does embracing a paperless-mindset help you remain competitive in the digital age, but you can make the most of your physical and human resources. By going paperless you improve:
Are you looking sell your business one day? Going paperless improves transparency and ease throughout the sales cycle. Learn more here.
While going paperless positively impacts the entire business, here are the departments and organizations that have become pillars in embracing digital transformation and paperless processes:
Change management: it’s been the sore subject of many Dilbert cartoons. Any time you’re implementing a new business process there will be speed bumps While every organization is different, here are the steps a typical organization would take to go paperless:
Chances are, when you search for a document you’re looking to obtain a specific piece of information. That’s where indexing comes in.
Document indexing is the process of assigning categories to repeated information so that it can be stored by that category and searched for at a later time.
Anything that your company references on a regular basis and is included across multiple documents is a good candidate to be indexed. As part of going paperless, you will determine which pieces of information should be indexed.
Once a document is scanned or digitally copied to your repository, the mandatory indexes you’ve assigned for each document type should be added. This ensures you’re able to locate documents using index searches at any time in the future.
Learn more about indexing best practices here.
You can ensure a smooth paperless journey by addressing these common digital transformation challenges before you begin. Here are the top seven obstacles to going paperless:
Going paperless is one of the best ways to streamline your department or business and stay ahead of the competition. Going paperless enables you to answer customer inquiries faster, allows your employees to work remotely, and reduces your risk of compliance errors and costly mistakes.
Taking your paper processes digital used to require an enormous amount of IT investment and created numerous process headaches and change management nightmares. But now, advanced technology means you can have thousands of paper documents scanned in just hours, and implement your internal workflows with just a few clicks.
With so many software options available, it can be difficult to make the best choice for your business. Contact us today if you need help getting started on your paperless journey.
Learn 10 quick, easy ways to improve compliance, reduce costs and manage risk.
Step-by-step guide prepares you for the process and obstacles.
The great debate: Should you store your paper records or digitize your documents? We discuss pros and cons of each.
5 good reasons for startups to go paperless from the beginning.
Kenny Tolbert The Tolbert Company