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GOING PAPERLESS BY THE NUMBERS
Think of how much physical space
is eliminated when an office finally
makes the move to go paperless.
The paper itself is just the
beginning - the mere space taken
up by filing cabinets, printers, ink
and copy machines is enormous,
and impossible to consolidate.
This is why stimulating electronic
workflow with paperless
technology is such an incredible
feat of progress in a company. It
gives businesses the bandwidth
and capacity to contain all the information in a compact infrastructure that can be
accessed remotely. According to Ricoh Europe, the paperless technology can be used to
filter this digital data to reveal patterns or emerging trends, and has become extremely
popular across most business sectors today.
What is big data?
To fully understand what big data can mean for companies that make use of document
management software, an appropriate definition of the technology should be decided
upon. Forbes contributor Lisa Arthur pinned down a precise qualification for the ever-
growing analytical tool.
"Big data is a collection of data from traditional and digital sources inside and outside
your company that represents a source for ongoing discovery and analysis," she stated.
That is, using big data is a way to take all the information stored digitally and using
analytical software to notice trends that could inform future business decisions, far faster
than it would take for a research team to pore over each individual data point. This is yet
another factor that can enhance paperless document workflow - not only is information
stored digitally and is more accessible, it can also be analyzed without taking up what
could potentially be weeks of an employee's time.
Making your paperless infrastructure big data ready
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Much like businesses that have been on the fence about adopting document
management software in the first place, the decision to use big data for a certain project
often doesn't happen right away. However, because the technology is so flexible and can
be applied to many different uses, it's helpful for a company to have a system that's able to
be used in this capacity instead of needing to tailor the software later on.
How does a project manager go about doing this? An important part of the process is
scanning information into a useful, well-organized software that often corresponds to old
systems still in place. If a company's paper files were sorted in a logical way in their filing
cabinets, it can save a lot of time to keep this infrastructure intact when transferring all
data to a digital database.
In addition, it's critical for a project manager to work with an organization to ensure that
any and all extraneous paperwork is weeded out from the larger system. This will be
helpful in the short term as well, and can save a big data analytical software from needing
to sift through unnecessary information when looking for certain data points.
Establishing an effective paperless document management infrastructure can be the
first step in revolutionizing how your business is conducted. Whether it's big data or
another impressive technological advancement, technology is taking over and companies
need to be ready.
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Tags: electronic workflow, paperless office, document management
software, invoice automation
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