In our personal lives, information is quickly and easily accessible. With an app, a click or a Google search, we can obtain a weather report, view a bank statement, access driving directions, communicate with family members, report our location or check our schedule.
Can your employees do the same for work related activities? Can you access the information you need to do your job easily and efficiently?
In order to go paperless and gain fast access to documents, organizations must convert their paper documents into an electronic form. Often, organizations archive documents at the end of their active lifecycle. In doing so, they are missing out on the power that an Enterprise Content Management ( ECM ) system can provide. The power of a digital system is realized when documents are scanned early in their lifecycle. When documents are scanned into an ECM system at the beginning of their lifecycle, the following benefits can be achieved.
- Increased Productivity - Instead of passing paper or emailing documents from person to person, your ECM solution can use workflow to route documents efficiently and without error. Routine tasks can be automated to save time and increase productivity.
- Improved Customer Service – When documents are stored electronically and indexed properly, information is only a few clicks away. Your team will be able to provide an immediate response to customer questions and concerns without the hassle of digging through filing cabinets or searching multiple business systems and file trees.
- Minimize Compliance, Security and Legal Concerns - Documents in an ECM system are more secure than paper files. With varying levels of security available, your organization can provide your end users with the appropriate permissions and document access. In addition to access and permissions, an audit trail is maintained for all activity whether a document has been viewed, changed, printed, etc.
- Visible and Automated Processes – As documents move digitally through a workflow, managers are able to identify bottlenecks and easily redistribute work to their team as necessary. Moreover, with reporting dashboards, managers can view the progress and metrics of their team in real time while also producing reports and analytics.
- Reduce File Storage – Paper files and filing cabinets monopolize valuable office space. Without them, you can use that space for more productive purposes.
- No More Wasted, Expensive Preprinted Forms - Many organizations depend on preprinted forms and typically purchase them in bulk. If there is a change on the form, then all of the forms in storage are no longer acceptable and must be destroyed. Digital form creation allows the data to be quickly corrected and altered to avoid unnecessary expenses. Digital forms also allow the “information owner” to enter the necessary data, reducing the data entry required by your staff.
- Find Information Quickly – Without an ECM system, files and documents can be easily misplaced or lost. In many organizations, employees spend a percentage of their time searching for lost files and information. When your documents are stored and indexed in an ECM system you will always know their location.
- Backup Critical Business Information – An ECM system can be backed up as a part of your disaster recovery plan. If you are storing boxes of files in the basement are they backed up and protected? Additionally, files can be accessed offsite in the case of an office emergency or natural disaster.
- Mobile Access – Even when out of the office, company leaders can be efficient and responsive with the ability to view, approve and authorize important documents remotely.
- Be kind to the environment by consuming less paper and consumables!
Are you interested in learning more about making your organization paperless? Visit this article by our ECM partner, OnBase by Hyland, or contact our professional ECM team for some ideas on how to get started.