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If employees take a noncommittal approach to digitization, they might as well wait for a time that facilitates going paperless. Finally, company leaders are making the decision to go paperless and embrace electronic workflow with more frequency, a decision that pulls their businesses fully into the 21st century. For hundreds of years, people have been writing, editing and copying documents manually - why spend the needless time and effort doing this if there's technology available that would make these processes so much easier?
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THE IMPORTANCE OF STAYING DEDICATED WHEN GOING PAPERLESS
If employees take a noncommittal approach to digitization, they might as well wait for a time that
facilitates going paperless.
Finally, company leaders are making the decision to
go paperless and embrace electronic workflow with
more frequency, a decision that pulls their businesses
fully into the 21st century. For hundreds of years,
people have been writing, editing and copying
documents manually - why spend the needless time
and effort doing this if there's technology available
that would make these processes so much easier?
Businesses that make the decision to go paperless can
see cost savings, save time better spent taking care of
other responsibilities, free up office space where file
cabinets used to loom and enjoy a bundle of other
advantages. However, in order to reap the benefits,
employees to have to put in some work beforehand.
Luckily, this isn't really a strenuous undertaking. They
simply have to organize existing documents, create
digitization schedules so records aren't forgotten or
doubled, scan the material and organize the files using
document management software.
That being said, if employees take a noncommittal approach to digitization, they might as well
wait for a time that facilitates going paperless. Think of it this way - say a company is moving all
records online and workers scan about half of all files into the computer, then get bogged down
or take on other responsibilities and digitization falls by the wayside. This is almost as bad as
eschewing the digital landscape altogether. What if an administrator needs to review an invoice
immediately? Is it among the files that are online or is it still in paper form? In the time it takes
this leader to search for the document in question, a business partnership could be damaged.
Clutter can result otherwise
If companies aren't dedicated to the process of going paperless once they've already decided to
digitize, the clutter than can arise might be overwhelming. For instance, they've likely organized
the papers in a way to make the transition online easier, switching up their normal order of filing
papers, so things might be temporarily hectic.
The Street reported that to make sure clutter doesn't become the norm, those who are interested
in going paperless are going to have to dedicate a little bit of time to the process. That being said,
www.papersave.com [email protected] 877-727-3799
the news source explained that once the clutter is taken care of, the records will be much easier
to find - they can be called up via keyword searches.
If you don't complete digitization, the wrong things can be thrown away
What if employees get halfway done digitizing, take on another project, then hop right back into
converting records to electronic files? The easiest thing to do is to start where they left off, but
this can often have dire consequences if even small flubs are made.
It would be relatively simple to forget to digitize a few errant papers and send them through the
shredder with all of the completed documents, which can be very harmful if the information
contained therein is important and not copied anywhere else.
This is why being dedicated is key. PCWorld claimed that in the very beginning, standardizing the
digitization process can be a "Herculean task," simply because it can take a long time to sort
through files and make big decisions, but it's also very rewarding. The rediscovery of
forgotten records can be very helpful to companies.
Can be a waste after making the investment
After deciding to digitize and purchasing the tools needed to scan documents, it would be
almost foolish to abandon the efforts. For one, there's no guarantee that the business as a whole
will again have the time to dedicate to the effort, and if this is the case, workers won't be able to
reap all of the rewards. Plus, the company will have wasted the time and money spent
researching and ultimately buying scanners and programs, so administrators might as well make
sure they go all the way.
