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ChecklistforGoingPaperlessintheOfficeEveryofficeworkerknowstheproblemswithpaperrecords:theycanbelost,theyaredifficulttoshare,theytakeupalotofspacetostore,andaretime-consumingtofile.Goingpaperlessatworkhashugeappeal.Buthowdoyoustartmakingthetransitionreplacingpaperwithanelectronicdocumentmanagementsystem(EDM)?Andhowdoyougetallofyouremployeestogiveupthepaperdocumentsthattheyarefamiliarwithtoadoptacompletelypaperlessoffice?Let’stakeitstep-by-step.Here’sasimplechecklisttotakeyouthroughtheprocessofgoingpaperlessatwork.¨ Selectacloud-baseddocumentmanagementsystem
Whenyousuggesttheideaofgoingpaperlessatwork,youmaycomeupagainstsomehesitationfromtheITdepartment.AnEDMoftenmeansmoreworkforIT,andnoadditionalresources.AsIToftenworkswithlimitedresourcesandbudgets,theycanoftenslowtheimplementationofadocumentmanagementsystem.Thesolutionistoselectacloud-basedEDM,whichrequiresfewerITresources.
o Nonewserverorotherhardwareneededo Noadditionalsoftwareo NoSQLlicenseso Providedthird-partysecurityaudits(SOC-2)
Cloud-basedsystemswillavoidfurtherstrainonyourITdepartment.¨ AssignImplementationResponsibility
ChancesarethatnopersonordepartmentwilljumpuptoowntheresponsibilityfortheEDM.ThekeytoaneffectiveimplementationisforaC-levelexecutivetoidentifyaDocumentManagementGroupandanindividualwhowillowntheimplementation,withthepowertomakedecisions,trainstaff,andenforceusage.
¨ IdentifyCostCenters
ThecostforthedocumentmanagementsystemmaysitentirelywiththeDocumentManagementGroup,whichwementionedabove.ItmayalsobesharedwithIT,operations,orotherdepartments.TheC-levelexecutiveshouldidentifywherethebudgetresponsibilityfortheEDMlies.Atthistime,theROIfortheinitiativeshouldbeexplained,andaportionofthepotentialsavingsmaybeallocatedtothecostcenters.
¨ CreateaScheduleforGoingPaperless
Thereisnoidealtimetoinstituteelectronicdocumentmanagement.Everyofficeisbusy,withnewinitiatives,bigprojectsandfinancialconstraints.However,postponingthemovetogopaperlessjustdelaystheendresultsthatmadeyoudecidetogopaperlessinthefirstplace.TheefficiencyimprovementsandreturnoninvestmentfromtheEDMarewithinyourreach!Justdoit.Thesooneryourpaperlessofficebecomesawayoflifeforallofyouremployees,thesooneryoucanmoreefficientlytacklethedailychallengesthatkeepcomingup.
¨ TraintheTrainers
Oneofthefirststepsintheimplementationofanelectronicdocumentmanagementsystemshouldbetotraintheadministrators.It’simportanttofeelconfidentnotonlythatyourcompanywillbeabletogetcompleteadoptionoftheEDM,butalsothatyoucaneasilychangeandadaptthesystemtomeetthefuturechangingneedsofyouroffice.Administratorsshouldbetrainedto:
o Createelectronicformso Developworkflowso Initiatenewdocumentmanagementprojectso Setnewdocumenttypeso Establishretentionschedule
Thisin-depthtrainingwillenableadministratorstokeeptheEDMup-to-dateandresponsivetoyourofficeneeds.Asnewprocessesaredevelopedinthephysicalworld,anelectronicsystemcanbecreatedtosupportit.
¨ TrainEveryEmployee.(Thentrainthemagain.)
Onceyourcompanyhasselectedandinstalledadocumentmanagementsystem,thekeytoimplementingitsmoothly–andgettingeveryoneonboardandadoptingthenewsystem–istoprovidesufficienttraining.Thegoalshouldforeveryemployeetounderstand:
o HowtodoalloftheirtasksinthenewEDMo HowtheEDMisbetterthanusingpaper,andwillsavethemtimeandeffort
§ easycaptureofdocuments§ troublefreesearch§ intuitiveworkflows
o ThebenefitsoftheEDM,bothfortheindividualandtheofficeasawhole¨ StarttheImplementationwithaSingleDepartment
Tomakesurethattheimplementationprocessiscomprehensiveandconsistent,launchtheelectronicdocumentmanagementsystemonedepartmentatatime.Thisapproachwillpreventholesintheprocess(forexample,adocumenttypeorprocedurethatstilloperatesinpaperorperhapsrunsonaseconddocumentmanagementsystemsuchasavendor’swebportal).Anyholelikethisisasourceofinefficiency,andshouldbewrappedintotheEDM.Selectadepartmenttostartwith.OncethatdepartmenthasbeencompletelytransitionedintotheEDM,moveontothenextdepartment.
¨ MakeaComprehensiveListofallDocumentsIdentifyallofthedocumentsandfunctionsneededtodotheworkofthedepartmentthatyouarefocusedon,andnotethesourcesofthesedocuments.Aretheyprinted,emailed,orgeneratedbysoftware?
¨ DefineHowEachDocumentwillbeCapturedintheEDMEverydocumentneedstohaveanelectronichomeandcapturemethod–bothexistingdocumentsandthosethatarereceivedinthefuture.Thismayinclude:
o Batchuploadso VirtualprintersorprinttoPDFdriverso EmailingdocumentsintotheEDMo FaxingdocumentsintotheEDM
¨ WorkwiththeHold-outstoAchieveCompleteAdoptionAlmosteveryorganizationwillhavesomepersonwholikesdoingthingstheoldway.Ifeveryoneisusingthedocumentmanagementsystemfortheirworkandiscompletelypaperless,andonepersonisn't,theorganizationwillbeforcedtoworkinbothdigitalandpaper.You’llhavetoaskthatpersonwheretheirrecordsarebecausetheywon'thaveputtheminthedocumentmanagementsysteminatimelymanner.Thatonepersonendsupdoublingtheamountofworkthateveryonemustdo.Ifyourofficehasahold-outduringthisprocess,moretrainingmaybeneeded.Don’tgiveup!Thekeytogoingpaperlessandmakingitasefficientandeffectiveaspossibleisgettingeverysinglepersononboard.
Planningongoingpaperlessatwork?Itcanbeabigundertaking,butonethatiswellworththeinvestment.Youcangethelpwiththeimplementationprocess.Contactustodaytolearnmore.
DataStorage,Inc.scott.hambrick@datastorageinc.com
855-200-6164
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