While the task may seem overwhelming, moving from a paper-based system to online document management saves your company time, money, and effort. And best of all, making the switch to digital document management doesn’t have to be difficult! Here are three ways to begin your transition to an efficient, user-friendly document management system.
Moving your current files is an important step in shifting from paper to online document management. But before you can even move them, you need to take a hard look at where your files currently reside. If all of your company files are in paper format, then you will focus on scanning solutions to integrate them into your new system. But many companies also have a variety of digital documents floating around. They may be saved on computer hard drives, attached to emails, or stored on various web-based document storage platforms. Taking a serious look at the whole of your document system will show you the best way forward.
One vital step to truly transitioning away from paper is to eliminate the paper processes in your office. In other words, stop creating more paper! When you work hard scanning old documents but continue to create new paper ones, you are simply adding more work to your plate. As an early step in your move, begin automating your current paper processes, such as invoices, forms, memos, and requests. This puts you on the fast-track to efficiency from the very beginning.
Moving paper to online document management won’t happen overnight. Instead, as you scan in your paper documents, you will also begin to automate and improve your business processes for the long-term. With this in mind, try to be patient and keep your eyes open for inefficiencies to tackle. What papers are still being passed around your office? Where do projects slow down or get lost? Once you have identified key areas to address, create a list and then prioritize them. Every change you make gets you closer to a seamless, efficient system.
A paperless office may seem like a dream, but with the right tools and techniques, you can conquer the paper before you know it. An honest evaluation of your current document management system is a great start. Follow that with automating every document process you can and then slowly working your way through the rest. Each step counts and online document management reaps benefits from the very beginning. Interested to learn more? Contact MaxxVault today for more information.