If employees take a noncommittal approach to digitization, they might as well wait for a time that facilitates going paperless.
Finally, company decision-makers are choosing to go paperless and adopt electronic workflow with more frequency, a choice that will drive their businesses into the 21st century. For centuries, human beings have been writing, editing and copying documents manually – why spend the time and effort needlessly if there is available technology that would make these processes so much less complicated?
Businesses that choose to go paperless are likely to see cost savings, save time and spend it taking care of other responsibilities, inctrease office space where file cabinets used to loom and enjoy a ton of other advantages. However, in order to take full advantage of the benefits, employees also have to put in a little work.
Luckily, it is not the most grueling work to undertake. They just have to organize existing documents, create digitization schedules so records are not forgotten or doubled, scan the material and organize the files using document management software.
The importance of staying dedicated when going paperless
With that said, if employees fail to take committed approach to digitization, they may as well wait for a time that facilitates going paperless. Consider this example – imagine a company is moving all records online and workers scan about fifty perecent of all files into the computer, then get bogged down or take on other responsibilities and digitization put indefinitely on the backburner. This is almost as bad as eschewing the digital landscape altogether. What if a business leader needs to review an invoice immediately? Is it among the files that are online or is it still on paper? In the time it takes this administrator to search for the document, a business partnership could be damaged.
Clutter can result otherwise
If companies aren’t dedicated to the process of going paperless after they have already decided to digitize, the clutter can rise to overwhelming proportions. For example, they have likely organized the papers in a way to make the transition online easier, switching up normal order of filing papers, so things can get temporarily hectic.
The Street reported that to make sure clutter doesn’t become the norm, those who are interested in going paperless are going to have to dedicate a little bit of time to the process. That being said, the Street explained that once the clutter is taken care of, the records will be much easier to find – they can be called up via keyword searches.
If you don’t complete digitization, the wrong things can be thrown away
What if employees get halfway done digitizing, start another project, then jump right back into converting records to electronic files? The easiest thing to do is to start where they left off, but this can often have dire consequences when even small flubs are made.
It would be somewhat easy to forget to digitize a few errant papers and run them through the shredder with all of the documents that have been digitized. This could be very damaging if the information contained therein is important and not copied anywhere else.
This is why being dedicated is key. PCWorld claimed that in the early stages, standardizing the digitization process can be a “Herculean task,” simply because sorting through files and making big decisions can can take a long time, but it’s also very rewarding. The rediscovery of forgotten records can be very helpful to companies.
Can be a waste after making the investment
After deciding to digitize and purchasing the tools needed to scan documents, it would be a big mistake to abandon the whole effort. For one, there’s no guarantee that the business as a whole will ever have the time to dedicate to the effort again, and if this is the case, workers will not be able to reap all of the rewards. Plus, the company will have wasted the time and money spent researching and ultimately buying scanners and programs, so administrators have nothing to lose and everything to gain in going all the way.
About PaperSave
PaperSave is the first and only document management, electronic workflow and invoice automation solution, Certified for Dynamics GP 2013. PaperSave's unique integration provides one click access to documents related to the records within Microsoft Dynamics solutions like AX, GP, SL, & CRM. PaperSave combines document capture and transaction processing to eliminate multiple steps from your process saving time and money!
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