Tired of pushing paper? Here’s how to decide if going paperless is right for you

Investing in a paperless transition for your business is a big decision, but it can radically change your organization and drive growth. So first, let’s define exactly what digital transformation is. Many organizations think that “going paperless” implies a complete overhaul of business processes and a mass destruction of all hard copy records. No wonder it seems daunting — and quite frankly unrealistic.

Digital transformation is the conversion of business and organizational activity and processes to leverage a mix of digital technologies in a prioritized way that support growth, efficiency, and secure information management. Record Storage Systems in Charlotte NC takes methodical, step-by-step approach to electronic records conversion that customizes the process to fit your organization’s needs.

Here’s three questions to ask yourself when considering digital transformation:

  1. What does a digital transformation mean to you?
  2. What is the ideal timeline for your digital transformation?
  3. What will the implementation process look like?

So, what will digital transformation mean to you?

Your digital transformation strategy will depend on your industry’s record retention requirements, information accessibility needs, and your internal workflows. Scanning hard copy documents and converting them to electronic files is the first step – but equally important is how you plan to store and manage that information once it’s been converted to a digital format. A true digital transformation strategy requires thinking beyond short term document scanning and considering how you want to approach information management in the future.

An automated workflow solution can take your digital transformation to the next level. After you’ve completed the necessary document scanning, and you have all this electronic information at your fingertips, how will you use it? Implementing an automated document workflow software for accounts payable, human resources, operations, and other intensive parts of your business enables you to experience greater efficiency and accuracy than you ever thought possible with a paperless office. It’s the icing on the cake – the glue that holds your digital transformation strategy together. You have the power to harness information, access it 24/7, share information with ease, instantly request approvals, and so much more!

What does your timeline look like?

Whether your organization is in urgent need of an electronic solution to achieve a paperless office or you’re focused on a 2-3 year strategy, implementing a digitization process that focuses on your organization’s priorities and timeline will ensure a successful transition.

Record Storage Systems suggests identifying key areas and workflows within your business that need an automated solution the most and starting there. For example, your accounts payable department might still be processing invoices manually – storing accounts payable records in file cabinets for several years and staff is having difficulty during tax time and audits finding what they need. Set a goal that by next year, you would like to convert accounts payable records to electronic files and begin using automated workflow software designed to streamline the process, make approvals faster, and relieve staff of manual paperwork. Measure key performance indicators quarterly and make a case for the rest of your office going paperless. After implementing a paperless strategy in one area of the business, the other areas will naturally follow. After all, you can’t argue with the results of electronic automation – increased efficiency, less wasted time, and happier staff!

How do you implement a paperless office strategy?

Are your employees ready to embrace an automated workflow solution that completes the digital transformation process? Is management willing to invest in the necessary software to improve efficiency and make all of the document scanning and electronic conversion worthwhile? Long term electronic document management solutions require planning and consulting. Record Storage Systems works to identify challenges in the current process and facilitate buy-in from management and employees to create a customized digital solution that works for you. Migrating manual processes to an automated process starts with defining record retention schedules, identifying areas for improvement, setting a timeline, and committing to employee training and investment.

If you ask yourself these three questions before embarking on your document scanning and electronic workflow journey, then a paperless transition can propel your business into the digital future.

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