- Organization optimization
- Higher security
- Accessibility options
- Ease of sharing
- Decreased cost
- Environmentally friendly
There are many reasons to switch to document management software and a paperless office strategy, but how?
At MES Hybrid Document Systems, we offer paperless office services to businesses across Ontario. As a Canadian company, it’s important to us to support our fellow local businesses in higher productivity and lower costs. Here, we’ll talk about what it means to go paperless and how to get there.
What is a Paperless Office?
A paperless business is one which limits the use of paper and designates document storage and sharing to digital methods. This helps companies save paper, resources, time, and money.
Unlike traditional paper-based office practices, paperless offices focus on a hybrid work model, which supports the use of some paper, but mainly digital correspondence, hiring, contracts, billing, and storage.
Plan for a Paperless Environment
You can make a paperless office a more achievable goal by setting your staff up for success. Develop an outline for the transition from paper to digital document storage and set realistic goals to get there.
In your plan consider steps like:
- Scanning documents
- Implementing security protocols
- Designating passwords
- Delegating transition tasks
- Creating a backup system
Consider also, the tools and hardware you’ll need to reach your end goal. It may mean budgeting for the purchase or rental of scanning hardware and document management software, or the hiring of a third-party document management company.
You should also develop a clear outline of how you will find and store paper documents while the transition is underway. There are ways to begin your paperless journey without halting production.
Locate Problem Areas
Some office protocols may already be paperless, which is great! Seek out problem areas, like document storage, contract signing protocols, and document delivery. You may need to restructure some of the rules and regulations used by your company to manage sensitive information and the signing of important documents.
Signing contracts and other documents is a sensitive area for many businesses. It’s hard to trust the digital tools at your disposal. Especially in fields including legal and medical records management.
With modern security features, digital signatures are just as reliable as in-person document signing. What’s more, you can skip the snail mail or courier, and the wait between the document being signed and returned for review.
Buy and Sell Office Equipment
Of the many ways to implement a paperless office strategy, removing the temptation for the “old way” is a big step. It’s hard to change old habits, but you can help your staff by removing outdated or unnecessary office equipment and buying hardware which works to promote a new paperless method of records management, document sharing, and process automation.
Some of the tools you could sell, donate, or recycle include:
- Fax machines
Some of the tools to purchase are:
- Digital scanners
- Computers and laptops
- Document management software
You may be able to minimize new purchases for products if you work with a secure conversion facility and document management company like MES. Our team can help with document scanning, remote document access, and much more.
Create and Implement Training for Staff
Many of your departments may require new training and support as you transition to a paperless office strategy. Some of the new remote work opportunities and software updates will alter the way your staff perform their roles in the office.
Some examples of areas where these changes could make waves are AP automation and HR automation. Accounts payable performs a lot of tasks using paperwork and documentation. Designing an updated workflow for digitized paperwork and automated processes will save time and resources.
Similarly, human resources manage important documents, including the personal information of employees. Training your HR team to initiate a paperless business strategy through eBooks, courses, and training videos will ensure everyone is on the same page throughout your company infrastructure.
Consult an Expert
There are plenty of steps you can take on your own as you begin the transition to secure document storage and remote file access. Working with an authority in workflow automation and document management software, however, will give you an edge and get things done properly.
At MES Hybrid Document Systems, we offer services including:
- Document Scanning Services
- Scan to Zero
- Business Processing Services
- Document Management Software
- Microfilm Scanning
- Scanning Hardware
We also have a dedicated resource centre for our clients, providing access to:
- Informative blogs
- Recorded webinars
- Case studies
Whether you’ve begun creating an outline for success, or you’re starting from scratch, a professional document management service can help.
Go Paperless in 90-Days
Going paperless takes time, but there are ways to speed up the process. Some businesses fear making the change to digital document management and storage because of the time constraints and “endless” transition period. There are plenty of ways to cut down on the time required to go paperless.
We have several eBooks to help you along the way. One, “Become a Paperless Company in Less Than 90-Days” is especially helpful for businesses trying to restructure quickly. In the eBook you can expect useful tips on streamlining the paperless process, industry specific guidance, and realistic methods for reaching a successful transition.
We’re passionate about helping Canadian businesses step into the future. The digital age is now, and 2022 will bring more updates to this innovative system of document management and file storage. Working together, we can decrease our carbon footprint on the planet and successfully implement a secure and convenient paperless filing system for your office.
Interested in learning more about MES Hybrid Document Systems and how to go paperless? We want to help. Visit our contact page to leave a message or give us a call at 1-905-475-9263.