What an exciting time for technology and the world of paperless offices! As a DMS provider we were thrilled to read concrete evidence of the growth trends we’ve witnessed. The new Technavio ‘Global Document Management Systems Market Research Report 2015-2019’ predicts paperless movement will grow at a compound annual growth rate (CAGR) of 14.28% between now and 2019. Continue reading
Organizations make an impact in their community in various ways. Volunteering allows you to choose where and how to make a difference, unlike other aspects of life you may not be able to control as an organization. It’s also inspiring and rewarding to see a direct impact on a cause you truly care about.
At our organization, not only do our paperless solutions help the environment, we also strive to provide the best atmosphere for our employees and thus spread goodwill to the community. With this in mind, we now provide each employee two days a year to volunteer for any cause that inspires them.
There are many reasons a solution may not launch successfully, but there are ways to nip them in the bud before they come to fruition. We’ve listed the top 3 reasons offices fail to launch document management from our two decades of experience.
You’ve purchased a document management solution but you’re concerned if it will fly with people in your office and how well it will function. In the office, some employees speak negatively about the new process because it’s going to change their daily routine, while others may not have the technical know-how to use it properly no matter how simple the solution is.
I’m sure many of you are familiar with the term “Tribal Knowledge”. Basically, it refers to any knowledge that is only known by the tribe. It’s based on years and years of history, building expertise, and learning efficient ways to perform complex tasks. It’s a phrase often used in the business world today.
And while this is great for the tribe, it often lies only with one or two people. The problem is – once they leave the tribe – it often goes with them. Same holds true for the business world. Whether due to layoffs or career advancement – company departures often mean the business and technology expertise leaves with the employees. And the company must manually recreate the wheel to find and leverage this information. Continue reading
Implementing new software can be a handful, but only if the people running it are not given the proper training. It’s vital to realize the importance of placing your people above the product – recognize the need to provide the right skills to enable your people. According to IBM Smarter Workforce 2013 Survey, 84% of employees in best performing organizations are receiving the training they need. Don’t you think there’s a correlation between performance and training?
What does the number 80 million mean to you? No, it’s not the amount of paper sitting in your office.
How did we get here? With new technology and better means of communication, storage, and data use how is paper still a major player in our modern lives?
Kristi Cauvin, Sr. Business Systems Analyst, Johnson, Kendall and Johnson
Q: Why did you go to etfile’s document management?
Well, we had a ton of paper and a bunch of cabinets that we needed to get rid of. It was on employee’s desks, it was on the floor, it was on top of the cabinets, everywhere! So in 2005 we took our journey and decided to go paperless. We did very well to start by creating our naming convention – by doing the policy term year, what kind of policy it was, then the description. This way when we sort or search in etfile we know exactly where and how to find it.
Then 2008 hit, and we decided to move locations. Well, we still had a ton of cabinets that had old documents in them that we decided we needed to get rid of. But we didn’t want to archive them and send off-site, we wanted to get rid of the paper. So we hired a bunch of interns, and we scanned over 300 file drawers full of paper into etfile keeping our naming convention which our interns were able to access and input into the system. It was done in an order so that you hit the description, and it lines it up by policy so you can find what you need.
Agencies always ask – can I go fully paperless, and how can I make the process as painless as possible? It’s important for organizations to keep in mind to be realistic when it comes to making the switch. Paper requirements in our society are taxing on every organization. Not to mention the customer needs or legal and regulatory requirements that can also be transformed electronically.
There is a way and it’s worth it – creating a process and taking small steps to transform your organizations mind-set makes it possible.
- Track how much paper you use on a monthly basis, and how much it costs to print and store it.
- Track how much time is wasted searching for a document filed in a cabinet or physical folder. This will help employees get on-board with the idea of change, and realize how much time and money is wasted with paper use.
- Re-format Business processes to replace physical signing with e-signatures, reproduce internal documents in e-formats, and enable your staff with dual monitors for easy cross-reference with multiple documents are just a few steps to help along the way.