Transitioning From a Paper-based to Paperless Office System
A Document Management System is crucial to steer business processes and to ensure that people have access to the right information; whenever they want and wherever they are. This white paper describes a successful transition to an (Electronic) Document Management System. Discover LogicalDOC at http://www.logicaldoc.com
A Document Management System is crucial to steer business processes and to ensure that people have access to the right information; whenever they want and wherever they are. This white paper describes a successful transition to an (Electronic) Document Management System.
Discover LogicalDOC at http://www.logicaldoc.com
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<strong>Transitioning</strong><br />
<strong>From</strong> a<strong>Paper</strong>-<strong>based</strong><strong>to</strong><br />
<strong>Paper</strong>less<strong>Office</strong><strong>System</strong>
1<br />
Organizations around the globe are striving<br />
<strong>to</strong>wardseverexpandinggoals,trying<strong>to</strong>achieve<br />
more while simultaneously decreasing the<br />
amoun<strong>to</strong>fresourcesused.Formanyemployees,<br />
keepingtheirheadsabovethewatersofdaily<br />
workflows can be a hassle, as they are<br />
overwhelmedwithinformation.Theflow ofthis<br />
vitalinformationisconstantlybeingimpededby<br />
inefficientpaper-<strong>based</strong>businessprocesses.<br />
Inless-paper-<strong>based</strong>offices,workingbecomesmoregracefulandflowswithmoreefficiencyby<br />
changingmanualprocesses,andmakingrepetitivetasksmorecomputer-driven.Recenttechnological<br />
trendshavecreatedademand<strong>to</strong>transitionin<strong>to</strong>apaperlessera,makingitanimportantgoalfor<br />
companies<strong>to</strong>strive<strong>to</strong>wards.<br />
<strong>Paper</strong>lessofficesoftware,ifadequatelyinstaledandimplemented,helpsemployees<strong>to</strong>swiftlygain<br />
access<strong>to</strong>neededcontentsandfacilitatesthem incompletingtasks,aswelasprovidessecurityfor<br />
saveddata.Itdeliversthem from difficult,time-consumingtasks,andthe<strong>to</strong>rtureofnotbeingable<strong>to</strong><br />
findneededinformation.<br />
ItItislikelythatmos<strong>to</strong>fyourassociatesalreadyhaveinstaledelectronic<strong>based</strong>systemsintheiroffices.<br />
Thisshouldsolidifythefactthatgoingpaper-lesshasdominatedyourlargerbusinessecosystem more<br />
now thaneverbefore.Youwilnotjustbetransitioning<strong>to</strong>adigitalsystem,therebydigitizingyour<br />
internalpaper-<strong>based</strong>processes,butyouwilalsohavefreeflowingdigitalinteractionbetweenal<br />
associatesthathavegonedigital.<br />
Whenyoufindyourselfinanentirelycomputer<strong>based</strong>environment,purchaseorders,processingof<br />
invoicesandserviceordersarefarmoreaccurateandquicklycompleted.Forinstance,ifyoursupplier<br />
sendsyouinformationelectronicaly,yourpaperlessofficesoftwarewilau<strong>to</strong>maticalyextractthedata<br />
from thosefilesandforms,preventingredundantdataentry.Thisalowsyourworkers<strong>to</strong>concentrate<br />
onreviewingthedatainsteadofspendingtimekeyingitin.<br />
Thereareaninexhaustiblenumbersofreasons<strong>to</strong>gopaperless.Thefolowingareafew reasonswhycountless<br />
organizationsarestriving<strong>to</strong>transitiontheirofficesfrom paper-<strong>based</strong><strong>to</strong>paperlesssystems:
1.Smooth-running<br />
workflows<br />
4.Improved<br />
colections<br />
Theability<strong>to</strong>accessinformationwithjustaclick<br />
means you can easily route and distribute<br />
information<strong>to</strong>alargenumberofpeopleacross<br />
variousdepartments,officesand systems.This<br />
swiftaccesswilgreatlyimproveefficiencyina<br />
varietyofcontexts,suchasapprovalprocesses.<br />
Accounting departments greatly benefitgoing<br />
paperless, especialy when it comes <strong>to</strong><br />
colections.Amajorchalengeforanycolections<br />
departmentisaccessingdocumentswhileonthe<br />
phonewithacus<strong>to</strong>mer.However,withtheECM<br />
system,vitaldocuments are retrieved easily,<br />
helpingreducethecolectionscyclewhichinturn<br />
improvescashflow.<br />
2.Greateragility<br />
5.Increased<br />
transparency<br />
Withyourcompeti<strong>to</strong>rsstriving<strong>to</strong>keeponestep<br />
ahead,theagilityandefficiencythatyouroffices<br />
wilgainfrom goingpaperlesswilalow you<strong>to</strong>stay<br />
intherunning;<strong>to</strong>remaincompetitive,youhave<strong>to</strong><br />
gopaperless.<br />
Thereisgreatertransparencyin useofdigital<br />
systemscompared<strong>to</strong>paper.Ithelpsmanagement<br />
moni<strong>to</strong>rtheprocessesandmakesiteasier<strong>to</strong>track<br />
tasks, spot shortcomings, and create<br />
opportunitiesforimprovement.<br />
Goingpaperlesshasagreaterimpac<strong>to</strong>nyourlarger<br />
businessecosystem thaneverbefore.<br />
3.Cut-downLower<br />
businessrisks<br />
In addition <strong>to</strong> making tasks faster, digital<br />
environments provide a secure working<br />
atmosphere.Accesscontrolsand data security<br />
makes it easy and inexpensive <strong>to</strong> maintain<br />
compliance as welas curtailthe chances of<br />
misplacingfiles,whichcouldlead<strong>to</strong>revenueloss.<br />
Ascompared<strong>to</strong>paper-<strong>based</strong>systems,enterprise<br />
content management (ECM) helps maintain<br />
office/businessconfidentialityforinformationsuch<br />
ascontractdetails,andpatien<strong>to</strong>remployeedata.<br />
2
3<br />
CouldYouBecomeA<strong>Paper</strong>less<strong>Office</strong><br />
IinLessThan90Days?<br />
Seting a goalofachieving a paperless<br />
office in less than 90 days gives you a<br />
quarterly target<strong>to</strong> address and hitwhile<br />
helping<strong>to</strong>maintainmomentum.Thesooner<br />
youreachthatdeadline,thesooneryoustart<br />
enjoyingthebenefitsofgoingpaperless.<br />
IfIfyouareplanning<strong>to</strong>gopaperless,itisvery<br />
important<strong>to</strong> createatimeframefortaking<br />
thisboldstep.“<strong>Paper</strong>lessin90days”isa<br />
worthy and achievable goal for any<br />
organization, and brings your company<br />
<strong>to</strong>getherasa team,working on the same<br />
page.<br />
Whenyouthinkaboutwhatwouldneed<strong>to</strong><br />
happenin90days<strong>to</strong>considertheinitiativea<br />
success,itboilsdown<strong>to</strong>setinggoalsfor<br />
digitizingthreeareas:<br />
1.Capturing<br />
information<br />
2.Distributing<br />
information<br />
Your organization receives corespondence in<br />
diverseways,includingfax,e-mail,mail,andforms.<br />
Eachoftheseentrypointsmustbedigitalized.<br />
Asthecorespondencecontinues,theburdenof<br />
scanningisreduced,butcapturinge-mailishighly<br />
important.Creatinga“smartinbox”enablespeople<br />
<strong>to</strong>easilyfeede-mail<strong>to</strong>theappropriatechannelof<br />
yoursystem byputingitinacentralfilereposi<strong>to</strong>ry<br />
orusingit<strong>to</strong>startabusinessprocess.<br />
Informationreceivedthroughyourpaperlessoffice<br />
should berouted throughtheorganization.The<br />
goalhere is <strong>to</strong> substitute papershuffling with<br />
smooth-running digitalworkflows that contain<br />
programmed processes <strong>to</strong> route,review,and<br />
approveofficedocuments.<br />
Thisis<strong>to</strong>ensurese-mailsarecapturedusinga<br />
method thatmakes tasks faster instead of<br />
receivingalincominge-mail<strong>to</strong>individualaccounts.
3.Retrieving<br />
information<br />
Afterthedatahasbeenrouted,itneeds<strong>to</strong><br />
bes<strong>to</strong>redinwaythatenablesquickretrieval<br />
andmanagingaccess.Youwant<strong>to</strong>besure<br />
thatdocuments are welcaptured and<br />
corectlytaggedandnamed,sothatthey<br />
areaccessiblewithjustaclick.<br />
Usingtheaccountingdepartmentasacase<br />
study,let us see how the digitalizing<br />
processworks.Ifyouoperateonalargely<br />
paper-<strong>based</strong> accounts payable (AP)<br />
process,therearenumerousoptionsfor<br />
extractinginvoicesinelectronicform.<br />
Youcouldaskyourbusinessassociatesif<br />
theywouldsendelectronicinvoicesinplace<br />
ofpaper.<br />
Whetheryou use electronic invoices or<br />
paper documents, there are indexing<br />
capture <strong>to</strong>ols that read your files<br />
au<strong>to</strong>maticalyandextractvitalinformation<br />
suchascus<strong>to</strong>mername,invoicenumber,<br />
andamount.<br />
The ECM system now uses the digital<br />
workflow <strong>to</strong> routetheinformation <strong>to</strong> the<br />
appropriate channels, alowing the<br />
capturedinformation<strong>to</strong>beprocessed.<br />
Thisensuresthatalinvoicesaredistributed<strong>to</strong><br />
the appropriate persons/ departments/<br />
organizationsforreview inapre-programmed<br />
approvalprocess.Finaly,thedigitaldocuments<br />
andotherdataares<strong>to</strong>redintheECM’sgeneral<br />
documents<strong>to</strong>rage,andarealreadyindexedfor<br />
easyretrievalwhenneeded.<br />
Thatisjustanexampleofwhatcouldhappen<strong>to</strong><br />
a department that turns <strong>to</strong> a paperless<br />
environmentin 90 days.A majoradvantage<br />
here is thatthe invoice processing time is<br />
greatly reduced.This saves employees the<br />
stressandtimeofmanualyenteringdatainthe<br />
indexfieldsasitcan now au<strong>to</strong>maticalybe<br />
extracted by the system.Instead ofhaving<br />
duplicatedocumentsflyingaround,youhavea<br />
single reliable record which can easily be<br />
accessedanywhereandanytime,reducingthe<br />
efortthatemployeesputin<strong>to</strong>managingpaper<br />
files.ThepaperlessECM system capturesit<br />
once,processesi<strong>to</strong>nce,ands<strong>to</strong>resi<strong>to</strong>nce!<br />
Having the appropriate paperless office<br />
hardwareandsoftwareisvital<strong>to</strong>achievingyour<br />
90-day target.Breaking thatgoalin<strong>to</strong> six<br />
smalerstrategicprocesseswilmakeitfarmore<br />
manageable.<br />
4
5<br />
<strong>to</strong>CreatingYour<br />
6Steps <strong>Paper</strong>less<strong>Office</strong><br />
Thesearesomevitalsteps<strong>to</strong>takeinestablishingapaperlessofficein90<br />
days.Thoughitmaybetempting<strong>to</strong>takeshortcutsinachievingthistarget,<br />
eachofthesestepsplaysavitalroleinsucceedinginyourquestfora<br />
paperlesssystem.<br />
Step1<br />
Developinga<br />
LeadershipTeam<br />
Intheabsenceofsuchateam,theendgoal<br />
maybedifficult<strong>to</strong>reachbecauseofthelack<br />
of<strong>to</strong>p managerialsupportand frustration<br />
due<strong>to</strong>conflictingagendas.<br />
The firststep <strong>to</strong> take in going paperless is<br />
creatinganinternalECM team.Themostbasic<br />
necessityforsuccessisgetingbuy-inC-level<br />
executivesand direc<strong>to</strong>rs.Thiswilgoalong<br />
wayinfacilitation,ataininggoalsandwilaid<br />
instayingintherightdirectionforachieving<br />
theinitiative.<br />
The team should be made up ofcompany<br />
leaders, representative stakeholders, and<br />
expertswhoarewiling<strong>to</strong>givefeedbackfrom<br />
a variety ofdepartments in regards <strong>to</strong> the<br />
opportunities and probable chalenges they<br />
face going paperless. It could also be<br />
necessary<strong>to</strong>inviteanexternalECM expert<strong>to</strong><br />
the team,an ECM vendorora third-party<br />
consultant,<strong>to</strong> oferguidance regarding the<br />
feasibilityofthesystem.<br />
Care in choosing thisteam can neverbe<br />
overemphasized;variousdepartmentsare<br />
essentialfor this project,and direc<strong>to</strong>rs<br />
usualyhavetheirownideas,problemsand<br />
interests.Somedepartmentsmaymakethe<br />
mistakeofresistingchangeinthewaythat<br />
business is conducted while expecting<br />
other departments <strong>to</strong> conform <strong>to</strong> their<br />
ideals.<br />
In the event of such a situation, an<br />
executivebeingontheteam helps<strong>to</strong>keep<br />
thegoalinfocusandactsasamedia<strong>to</strong>r<strong>to</strong><br />
reconcilediferencesasthesystem isroled<br />
out.Use thisteam approach,and aim <strong>to</strong><br />
bringaroundgreatimprovementsbygoing<br />
paperless.<br />
Thisis<strong>to</strong>ensurethataldepartmentshavea<br />
say in the initiative and shave concrete<br />
knowledge of the process,objectives and<br />
feasibility.Intheselectionofstakeholders,go<br />
foragroupwhocaneasilyexplainandrelate<br />
thisvision <strong>to</strong> the whole ofthe organization.<br />
The selected representatives should be <strong>to</strong>p<br />
ranking in the organization so thattheyare<br />
able<strong>to</strong>efectivelyfacilitatetheteam’sagenda,<br />
whether it is <strong>to</strong> increase efficiency in file<br />
processingorimproveoveralcashflow.
Step2<br />
Creating<br />
Awareness<br />
Now thatyourteam hasbeencreated,you<br />
need<strong>to</strong>sharethevisionofthisteam <strong>to</strong>the<br />
end users. Such awareness is vital<strong>to</strong><br />
efectivelymanagetheupcomingchanges.<br />
ItIt is natural<strong>to</strong> observe some levelof<br />
resistancefrom users,astheymaywant<strong>to</strong><br />
continue using the paper-<strong>based</strong> systems<br />
with which they are familiar. However,<br />
clearly sharing the end goals of the<br />
initiative, and having support at the<br />
executivelevelwildiminishtheamoun<strong>to</strong>f<br />
resistance bysuch users,and strengthen<br />
connections<strong>to</strong>theoveralmission.<br />
Wewant<strong>to</strong> avoid making usersfeelasif<br />
they have been forced in<strong>to</strong> a business<br />
processchangeinwhichtheyhavehadno<br />
inputin<strong>to</strong>thesystem design.TheECM team<br />
wiloftenputmoreemphasison<strong>to</strong>p-level<br />
organizationalbenefitsofthesystem,and<br />
on departments like human resources or<br />
accounting,butforget<strong>to</strong>relatethebenefits<br />
<strong>to</strong>theendusers.<br />
Endusersaremorefocusedontheirdaily<br />
tasks and therefore pay less atention <strong>to</strong><br />
company-wide strategies. They tend <strong>to</strong><br />
judgetheimportanceofthepaperlessoffice<br />
<strong>based</strong>ontheimpactthatthesystem hason<br />
theirjob.Hence,theyareoftenreluctantin<br />
adoptingthesenew methodswhentheECM<br />
system isroledout.<br />
The earlierthe goals ofthe initiative are<br />
madeknown,thebeterthecompanywil<br />
be.Introducinggoalsearlyonwilhelp in<br />
warding ofobjections by alowing users<br />
enoughtime<strong>to</strong>adapt<strong>to</strong>new ideas,aswel<br />
astime<strong>to</strong>developabeterperspectiveof<br />
thelikelybenefitsontheirdailyofficetasks.<br />
One efective way of spreading the<br />
information is by circulating YouTube<br />
videos or other documentation that<br />
presentsthesystem inpositivelight.Itcan<br />
beextremelybeneficial<strong>to</strong>createacontent<br />
library which specificaly focuses on the<br />
benefits of going paperless, and raises<br />
awarenessoftheefectivenessofECM in<br />
specificbusinessareasoftheorganization.<br />
With this early awareness being created,<br />
users can become acquainted with<br />
conceptsand goalsbefore the system is<br />
finaly unveiled.This prevents employees<br />
from feelinglikeanalienconceptisbeing<br />
forcedonthem.Initialy,thebenefi<strong>to</strong>fdoing<br />
thismaynotbeevident,however,itwilbe<br />
asyouprogressinintroducingthesystem.<br />
Having everyone geared <strong>to</strong>wards the<br />
directionofgoingpaperlessin90dayswil<br />
be instrumental in the success of the<br />
initiative<br />
<strong>Transitioning</strong><strong>to</strong>apaperlessoficeinless<br />
than90daysrequiresacarefulycalculated<br />
six-stepprocess,andtherighttechnology.<br />
Withoutthesuppor<strong>to</strong>fanECMleadership<br />
team,itis likely thatyourpaperless<br />
initiativewilcolapse.<br />
6
7<br />
Step3<br />
DiggingIn<strong>to</strong>Your<br />
BusinessProcesses<br />
Ifyourbusinessprocessesarenotclear<strong>to</strong>you,<br />
and you are unsure whatis needed when<br />
transitioningin<strong>to</strong>adigitalenvironment,youmay<br />
be heading down the wrong path.Thiswil<br />
resultinunjustfeelingsofdissatisfactionabout<br />
thesystem.Missingavitalstepcouldmakeyou<br />
lose revenue and cary your present<br />
inefficienciesover<strong>to</strong>thepaperlesssystem.<br />
Spending enough time evaluating your<br />
processesenablesyourECM team <strong>to</strong>havea<br />
fulunderstandingandgreatervisibilityin<strong>to</strong>your<br />
presentbotlenecks.Thereisagreatneedfor<br />
the “discovery process”,as end users are<br />
generaly more familiar with the process<br />
inefficiencies ofwhich executives may be<br />
ignorant.<br />
Atthisstageyourgoalis<strong>to</strong>successfulygo<br />
throughtheprocesses,andnotethevitalsteps<br />
andshortcomingsofthecurentsystem.Proper<br />
documentation ofthese issues wilhelp in<br />
addressingthem lateroninthedesignstep,<br />
andalsohelpsendusersgetinvolvedinthe<br />
process.<br />
Asyoucarefulyanalyzethepapertrail,youwil<br />
discoverbotlenecksandinefficiencies.Begin<br />
by going through the his<strong>to</strong>ry ofa specific<br />
documen<strong>to</strong>rbusinessprocess,andasksome<br />
ofthefolowingquestions:<br />
How didtheprocessbegin?Bye-mail,<br />
throughphonecal,orwalkin?<br />
Whodoestheprocessinvolve?<br />
How istheinformationcaptured?<br />
Whereisthedocumen<strong>to</strong>rdatabeing<br />
routed?<br />
Whoreceivestheinformation?<br />
How andwhereisits<strong>to</strong>red?<br />
How isthes<strong>to</strong>redinformationretrieved<br />
whenneeded?<br />
Asyoutry<strong>to</strong>answerthesequestions,users<br />
maybehelpfulinidentifyingissueslike,“Iwish<br />
itcouldhandlethis,”or“it’sawastethatwestil<br />
have<strong>to</strong>dothis.”Proferingsolutions<strong>to</strong>those<br />
userconcernsasyoubuilddigitalworkflowswil<br />
helpincreaseefficiencyandjobsatisfaction.<br />
Step4<br />
Designing<br />
theSolution<br />
Assumingthatyourteam hasgreatvisibilityin<strong>to</strong><br />
yourbusinessprocesses,youshouldbegin<strong>to</strong><br />
workwithanECM consultan<strong>to</strong>rvendor<strong>to</strong>draft<br />
a paperless system thatwilprovide great<br />
solutions <strong>to</strong> the botlenecks and other in<br />
capabilities. Key issues <strong>to</strong> be considered<br />
includehow <strong>to</strong>linkup files,where<strong>to</strong>share<br />
information,andwhatindexfields<strong>to</strong>buildin<strong>to</strong><br />
thesystem.Thiswildeterminethefeaturesand<br />
componentswithwhichyourpaperlessoffice<br />
shouldbecreated.
Theaim ofthedesignphaseis<strong>to</strong>reconcileyour<br />
businessvisionwiththeprofessionalism ofyour<br />
ECM vendororconsultant,believingthatthe<br />
expert’ssolutionwilbringyourideas<strong>to</strong>reality.<br />
If,however,the solution fals below your<br />
expectationsinsomeaspectsdon’tpanicyet;<br />
thereisstiltime<strong>to</strong>rethinkandreconfigureuntil<br />
yourexpectationsaremet.<br />
This step alows users <strong>to</strong> foresee how the<br />
changewiltakeshape,andthebenefitsthat<br />
theycould derive from such change.When<br />
convinced,thiswilgenerateexcitementand<br />
eagerness<strong>to</strong>goingpaperless.<br />
Ifthepreviousstepswerereligiouslyfolowed,<br />
theendusersarenow par<strong>to</strong>ftheprocess.At<br />
thedesignstage,usersbecomecuriousas<strong>to</strong><br />
how soonthesystem canbeinstaled.They<br />
havehadtheirsayinthedeliveryprocess,and<br />
thedesignhasshownthem expresslyhow the<br />
system wiladdress theirpains.They have<br />
foresigh<strong>to</strong>fthevision,andcan’twait<strong>to</strong>haveit!<br />
Theenthusiasm isn’tjustfrom theendusers<br />
alone;even <strong>to</strong>p levelmanagementwilbe<br />
exciteduponseeingthetime-savingbenefits<br />
and higher-level tasks that can now be<br />
performedwithyourpaperlesssystem.<br />
Step5<br />
DeployingYour<br />
ECM Solution<br />
Integrating yourECM system in<strong>to</strong> theoffice<br />
maybeginwithatestsystem oraseriesof<br />
phases.Youwilhave<strong>to</strong>starttrainingforthe<br />
new system -yourIT adminsmustclosely<br />
moni<strong>to</strong>rtheECM expertsduringinstalation.<br />
Whenthesystem isinstaled,test-runoneof<br />
yourprocesseswithasamplefileordocument<br />
whichcanalsobeusedasatrainingmodule.<br />
Deploymentfinalizesalearlierplanningsteps.If<br />
thestepshavebeenfolowedcorectly,youare<br />
set <strong>to</strong> begin applying the appropriate<br />
technology<strong>to</strong> the rightbusinessprocesses,<br />
therebybecomingapaperlessbusinessentity.<br />
Step6 DocumentingYour<br />
<strong>Paper</strong>less<strong>Office</strong><br />
Implementingyourpaperlesssystem in<strong>to</strong>the<br />
officeisonlythebeginning–itisnotsomething<br />
thatyouinstalandaredonewith.Itisagrowing<br />
system thatwilchangeandevolve<strong>to</strong>meetyour<br />
needs.Thesystem wilsupportthegrowthof<br />
yourcompany,asnew processesandareasare<br />
explored.<br />
Therefore,thereisavitalneedfortheproper<br />
documentationofsolutions,whichwilinclude<br />
the findingsofyourdiscoveries,the design<br />
process,andtheconfigurationofthesystem.<br />
Thisdocumentation should enlistthe admin<br />
users,so thattheycaneasilybecontacted<br />
whentheneedarises.<br />
ItItwouldbecounterproductiveforanemployee<br />
in an ECM leadership role <strong>to</strong> take overa<br />
position,andbeunable<strong>to</strong>understandhow the<br />
system works.Inmostcases,anECM system,<br />
whichhasbeeninstaledformanyyears,may<br />
stilberunning in thebackoffice,however,<br />
peopleareoftenignoran<strong>to</strong>fhow itworksand<br />
how <strong>to</strong>useit.Ifthesystem lackstransparency,<br />
and employeesare unsure how the system<br />
shouldbefunctioning,theinvestmentwilend<br />
upbeingawaste.<br />
Keepingdetaileddocumentationofyournew<br />
paperless office structure helps <strong>to</strong> ensure<br />
consistency,whichwilhavepositivelong-term<br />
advantagesandloadsofbenefitsforbothend<br />
usersandtheorganization.Italsoprovidesthe<br />
supportteam/expertswithatypicaloverview of<br />
whatwasinstaled,makingitlessstressful<strong>to</strong><br />
handlefutureproblemsorsystem upgrades.<br />
8
9<br />
Addressingusers’fearsofdigitalworkflowswilhelp<strong>to</strong>further<br />
improvejobsatisfactionandefficiency.<br />
AssessingtheEfectivenessofthe<strong>Paper</strong>lessOfice<br />
Whilekeepingextraneousfac<strong>to</strong>rsinmind,thesesixstepscanhelpanorganizationgopaperlessinlessthan90<br />
days.Buthow doyoumeasurethesuccessofyournew initiativenow thatyouareoperatingapaperless<br />
system?<br />
Onthesurfaceyourcompanyseems<strong>to</strong>haveachievedthelongsoughtaftergoalofgoingpaperlessinlessthan<br />
90days,buthasthepaperlesssystem enhancedyouremployees’efficiencyandjobsatisfaction?<br />
1.Capturinginformation 2.Routinginformation 3.Retrievinginformation<br />
Doyoufinditeasy<strong>to</strong>captureal<br />
ofyourdocumentsintheECM<br />
system? Has there been a<br />
reductionofredundantcopies?<br />
Ifthe capturing is efective,<br />
there should be no printed<br />
copiesbeingmadeforpersonal<br />
recordsandtracking.<br />
Are documents quickly<br />
processed under the new<br />
system? Observehow long it<br />
takes<strong>to</strong> getapprovals.Ifthe<br />
timeframehasreduced,then<br />
thereisanimprovement.<br />
How easyisitforemployees<strong>to</strong><br />
search for and retrieve files<br />
s<strong>to</strong>redinyournew system?One<br />
way <strong>to</strong> assess the levelof<br />
successininformationretrieval<br />
is <strong>to</strong> see how confident<br />
employeesareatretrievingfiles<br />
atanytimefrom thesystem.
Keepingdetaileddocumentationofyournew paperlessofficestructurehelps<strong>to</strong>ensure<br />
consistency,whichwilhavepositivelong-term advantagesandloadsofbenefitsfor<br />
bothendusersandtheorganization.<br />
Areyounow ready<strong>to</strong>takethenextstep<strong>to</strong>wardsbecomingapaperlessoffice?<br />
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