Eliminating paperwork can be incredibly beneficial for a business, but there are many steps that go into adopting a paperless strategy. From investing in the right document management software to deciding on what scanning hardware to use, there are key considerations that every firm has to make, whether looking to go completely digital, or simply reducing the resource and financial strain that paper places on operations.
"The time is ripe right now to go paperless, and the reason is we're sitting in a transition period, not unlike the transition we went through a few years ago with photography from print photos to digital," said Brian Berson, an industry expert, according to PC Magazine.
However, despite the known advantages, many companies are still slow to adopt a paperless plan.
"Anyone looking at their filing cabinet or drawer full of papers will say 'Oh, I'll do it next week,'" Berson said. "It may seem daunting to start, but it really isn't."
The trick is to follow a few basic guidelines that will not only save the company time and money, but also promote the integration of the proper work ideas and ethics that make digital information and workflows a normal part of the average day in the office.
Stick with it
The first step, interestingly enough, is to simply pick a document conversion service and stick with it. The hardest part of going paperless will be keeping up the routine, the news source notes. By sticking with the plan, a business will form a habit of turning to a PDF, email or instant message rather than paper resources within its employee base and help make the transition more effective.
Include workflows in the strategy
Developing a plan is a natural part of going paperless, but businesses also need to make sure they are including daily workflows during the strategizing process. If employees are told to start using digital resources without at least a brief explanation of how, this will slow down adoption and could even cause some to avoid the new strategy altogether.
Take your time
The most important consideration, however, is to take time with migration. This is particularly important for businesses that have a lot of past records they have to convert and archive for compliance purposes. By setting aside dedicated time to conversion services, a firm can ensure success and maintenance of regulatory compliance through the processes.
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