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Just imagine - you did all the hard work required, and a document management software has finally been implemented in your space. The file cabinets are gone, the copier a mere memory, and the printers? You forgot they were ever even there. Your office has become completely paperless and your staff's electronic workflow is better than ever. How did you manage to pull it off?
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www.papersave.com [email protected] 877-727-3799
IMAGINING A FUTURE WITH FULLY INTEGRATED DOCUMENT
MANAGEMENT SOFTWARE
Just imagine - you did all the hard work required, and a document management software has
finally been implemented in your space. The file cabinets are gone, the copier a mere memory,
and the printers? You forgot they were ever even there. Your office has become
completely paperless and your staff's electronic workflow is better than ever. How did you
manage to pull it off?
For those of you who dream of a future like this, the road to a paperless office is simpler than it
may seem. Follow these basic practices to go from drowning in files to filing in style with paperless
document management. This could be your reality a lot sooner than you think.
Pre-planning
The best thing to be armed with when going paperless is a great electronic document imaging
system and an even greater project manager. Once these two necessities are secured, you'll begin
to see results right away - a manager who knows the ropes will make sure that the other important
factor falls into place. From there, a rollout plan should be established down to the most minute
factor, detailing the timeline on which things like training, scanning, organizing the infrastructure
and disposing of old equipment will be performed. It may seem like a lot, but a quality plan will
ensure that document imaging workflow is introduced to the office in a logical, productive way
so as not to disrupt the ordinary pace or scare employees off the technology altogether.
www.papersave.com [email protected] 877-727-3799
Implementing with grace
Next, it's time to make things happen. Once staffers have been appropriately briefed on the
timeline and company goals for implementing the new paperless system, the ball can start rolling.
Employees should consolidate their existing files and get rid of unnecessary paper before
submitting their materials to be scanned into the document management software. Throughout
the rollout process, project managers should keep all pertinent office members updated on the
progress of the project, and let them know if there are any delays in implementation. Discussion
can begin about what to do with all the newfound office space that used to be consumed by
copiers and stacks upon stacks of paper, opening the possibility of new workplaces or meeting
rooms. Snack machine, anyone?
Post-implementation
Once a plan has been fully rolled out, an office's work is not yet done. In order for the infrastructure
to be sustainable, workers must remain diligent in keeping their files organized, making use of
their system's many sharing and collaboration applications, and really ingratiating the paperless
cloud into their daily work routine. All too often, longtime employees find it easy to inadvertently
fall into old habits and begin to drown in paper again - save your staff the trouble and have project
managers check on the system's success rate until it feels like a natural part of the office!
A functional paperless office is never out of reach - all it takes is a little perseverance and a lot of
organization, and this could be your fairytale ending.
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Tags: paperless office, document management software
