Why go paperless?
Going paperless is a smart choice for businesses and organizations in industries ranging from legal firms to human resources departments. The benefits of implementing document management systems are numerous. Maintaining files in a central online location saves employees time and ends up saving companies a significant amount of money. According to TechLeaders conference blog, paper-related costs can be even higher than most people realize. Once employee hours and printing costs are taken into account, it can cost $25,000 to fill a filing cabinet and more than $2,000 annually to maintain it. In addition, handwriting five pages of forms per day can end up costing an average of $12,000 per year for an individual with a $40,000 salary.
The benefits of going paperless
In many cases, going digital also increases the accuracy of procedures and facilitates communication between staff members. Files can be transmitted electronically, meaning the recipient gets them immediately. Offices can start moving away from using the fax machine and rely on electronic communications instead.
Proper planning is key for a successful paperless transition
However, a successful transition to a document management system requires careful planning and consideration. If the implementation process isn’t done correctly the first time, problems can arise later on. Before choosing a vendor and implementing paperless solutions, companies should talk over the decision with representatives from all different parts of the office. This is a good way to gain insights into how individual staff members are going to utilize the new system. A good vendor will customize the document system for the specific office, working with the team to come up with the best solution. Once this has been accomplished and a vendor has been selected, the document conversion process can begin.
This infographic demonstrates the 22 steps necessary to complete a successful conversion from paper to electronic recordkeeping. A good vendor will be there to assist businesses from step one all the way to the final stages, making sure the resulting system truly meets office needs.