If you currently house all your documents inside a document storage facility, any attempt to change the present way you’re warehousing information might be an overwhelming task. However, moving documents to digital will improve overall productively, lower storage costs and enhance document security. To move files from your document storage facility to paperless, follow the below steps:
The Right Equipment for the Job
- Digitizing documents for a paperless office is already a major task, but it’s an even more daunting task if you don’t have the right equipment to make it happen. Essential pieces you need to have include:
- A top of the line scanner - older models will not provide the image fidelity that you’ll need to easily read the documents on smaller screens.
- Cloud storage - even if you’re saving documents to hard drive space, having a backup copy in the cloud is a virtual necessity.
- A Document Management System - simply converting all the files isn't going to get you the results you’re looking for without a management system to keep your digital filing as organized.
Have a Plan for Hard Copies
The point of converting to a paperless office is so you don’t have to worry about filing cabinets stuffed with documents anymore. However, you still need to have an effective plan for your important hard copies. If documents include personal data or billing information, there are best practices to be followed for their disposal. Even though a good cross-cut shredder can go a long way, massive amounts of shredded paper still need to go somewhere. Have these logistics planned out before starting a shredding party.
Prepare for Transition
Be aware that there will be a period of transition, and it might be a little rocky. Your employees or co-workers may have a steep learning curve for new document management procedures or equipment that they’re unfamiliar with. Retrieval of documents may not be as easy to come by in the first few days as they eventually will be. Don't panic. Leave a little bit of room and leeway for workflow as the Document Storage Facility is mothballed in favor of a paperless office.
When all is said and done, your Document Management System is going to be the new heart of your business. If you need more information on planning and implementing a full conversion to a paperless office Contact Us for expert guidance and advice on all hardware and software solutions for your business.