Painlessly Paperless – How to Make the Transition to Digital Document Storage

Transitioning to a paperless office might seem like a formidable task. The upside is those filing cabinets, shredders, and copy machines that were once office staples can be eliminated by replacing paper documents with electronic files that are stored in the cloud. Here are some easy “before”, “during”, and “after” steps that you can follow to take your office paperless with the least amount of stress.

Before Going Paperless

1. Demonstrate Why It Matters

Getting everyone on board is the best practice when making a major change in the office. A good way to do that is to explain why the change matters and the positive impact that change will have on business operations. You can show how much paper is used each month, the amount of paper wasted, and how easy it is to do everything digitally. Typically, people are willing to do what is good for the environment if it is convenient for them. As younger workers continue to enter the workforce, more and more employees are familiar with computers and digital files, so making the switch isn’t that painful. One concern people have is meeting compliance. This typically involves legal, medical, and financial departments, so be prepared to show that going digital does not interfere with compliance obligations.

2. Organize and Scan Documents

Hiring a secure, reliable document scanning company to assist with scanning your documents into digital files is essential to getting it done quickly and efficiently. Once the scanning process is complete, working to organize everything is just as important so you can find information in the future. Click-Pro can show you efficient ways to do this.

3. Request Paperless Statements

To reduce the amount of paper coming into the office, request that all statements from banks and other vendors come in electronic format. Many companies are moving in this direction as it cuts costs for them as well.

4. Provide Training

Employees need to know how to use the document management system prior to implementation. Set aside a few days for training and make sure everyone understands the process before eliminating the paper. This will cut down on frustration for everyone and help the transition go more smoothly.

During the Transition

1. Provide Support

Employees should be trained on the system but be prepared for additional questions during the implementation. Be sure to have a representative from the document scanning company or your IT person on hand to help answer questions. Designate a few key employees to who know the system better and can help their colleagues.

2. Send Reminders

Periodically send out reminders to employees and management teams that the office will be going paperless. If you give a specific day, stick to it and in the days leading up to the launch date, remind employees about the goal. It may take a few days to adjust, but eventually everyone will join in the efforts to limit paper use.

3. Reduce Printing

Set a limit for each computer or employee in the office for pages printed. Remove printers from individual desks and invest in a printer that is low-end, but still capable of producing quality prints; set it up in a central location for everyone to use.  People are less likely to print as often or as wastefully if it is inconvenient. To further reduce wasteful printing, get rid of fax machines. Instead, opt for an online-fax provider who will accept and send faxes through email form.

4. Switch to Electronic Signatures

Some offices print forms for signatures, scan them in and then throw away the form. Instead, begin using electronic signatures for less waste. The ESIGN Act of 2000 ensures that these are just as legally valid as physical signatures.

After the Transition

Once the transition is complete, imagine the amount of room you will have without all of those filing cabinets. Continue to have support available for those who need it and develop new training opportunities on ways to utilize the system better. A recycling bin will further help reduce paper waste. Reduced costs and being environmentally responsible are just some of the benefits of going paperless. For anyone sitting on the going-paperless-fence, these are only a couple of the advantages. Not only are digital files safer when stored with a secure online document management company, it is also easier to search digital files on the cloud using keywords and search functions. These files are accessible from mobile devices, laptops, and tablets outside the office. With all of the benefits of a paperless office, you will never go back to a filing cabinet system again. Ready to transition?  Call us at (888) 880-2536 or click here for more details.