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Where to start going digital

May 4, 2017 11:55:24 AM / by

That is the million dollar question. To further complicate things, there is no-one-size-fits-all solution for all organizations. There are a variety of first steps that an organization should take in digitizing the critical information that flows through their office. Today, we will cover 3 topics:
  1. Why you should go digital?
  2. Latest trends for creating a digital office.
  3.  Your first steps to going digital.

Why should I go digital?

Before you begin taking your first steps to digitizing your office, you must have at least one reason why this change in the employees' daily routine will benefit their day-to-day tasks. While there is certainly a level of comfort in working with hard copy documents, have you ever thought about how it might be compromising your productivity, and/or costing you money? According to Info Trends, the average time spent to retrieve a single hard copy document is 20 minutes. You might find that hard to believe, but when you get up from your desk to retrieve this document, did you get distracted? Was the document improperly filed? Do you store documents off site? These are all factors that can easily impede the retrieval of a simple piece of information.

Through electronic storage of information, your organization will be able to experience the following:

  • Eliminate paper storage costs and requirements.
  • Provide any time, anywhere access to documents from any desktop, web browser or, mobile device.
  • Organize documents for easy search and retrieval, which ultimately improves productivity!


Latest trends of digitizing the office

A variety of businesses have already began making the change to digitize all of their information due to recent regulation change. As you might have read in some of our past blogs, we have already seen law firms that are required to submit all case documentation digitally. Healthcare is another vertical that has been embracing the digital change by storing patient information through their EMR systems. Below are more statistics that Info Trends released regarding organizations and the digitization change that a variety of organizations are experiencing.

  •  Predict 3.6% decline in office printing in U.S. over next 3 years
  • 67% say their company has taken steps to automate their document related business processes
  • 40% use electronic forms
  • 30% decreased hard copies needed for record keeping
  • 30% introduced electronic document management
  • 25% have clients who prefer to receive electronically


First steps toward a digital office

Now where do you start? As I said before, there is not one correct answer to this question. This is all dependent on your organization’s budget, time, resources, and existing processes that are in place. My best suggestion is to contact a document management consultant so that they can analyze your existing environment. That individual will be able to present viable solutions that should eliminate your existing paper piles, and keep them from growing in the future.

Below I have listed some of today’s most popular steps that other organizations are taking to eliminate the hard copy information in their office:

  • Back File Conversion- Hire a document organization to scan in all of your company’s old documents that are being stored. Now rather than digging through a box, or filing cabinet, you can simply search for the digital file through your organization’s folder structure.
  • Utilize Your MFP- Today the majority of MFPs have the capability to have relatively inexpensive applications installed on them. One great application is Kyocera’s DM Connect app. It gives the user the capability to not only scan and name the document, but also name and select which folder the file is stored in on your company’s network! This application also uses OCR technology which makes the text within the PDF fully searchable. Not only are applications like this easy to use, but they also save a great deal of time for the user.
  • Implement a Document Management Application- Perhaps your organization would like a secure holding application where their critical information can be stored and retrieved. Hyland’s Airbase would be an ideal application to utilize for this need. AirBase is a simple, cloud-based document management application that allows to users to securely store and organize your business documents while providing users with any time, anywhere access via an intuitive user interface. While using AirBase, the user can create, maintain, and grow the solution directly from the same user interface, minimizing the need for IT support.
    Airbase gives the user the ability to:
    • Add and classify documents into logical groups from any web browser, mobile devices and selected multifunction devices
    • Easily search for and retrieve documents with business-defined search fields
    • View and assign to-do activities
    • Manage user security and configure/expand the solution


Implement the Use of E-Forms

If employees in your organization are frequently printing and using the same type of form on a daily basis, perhaps you should consider creating an E-Form to be filled out at a desktop or mobile device. For example, when you go to the doctor’s office and fill out the same form every time when you check in, wouldn’t it be easier if all of your information that never changes just auto-populated on a tablet device? Utilizing an E-Form keeps paper from being printed, and having to be physically stored. Hyland’s OnBase is the system that many mid to large size companies have used to digitize their” what used to be” paper intensive processes.

 As we can see, there are options on where to begin in getting your company’s past and future information digitized. Please reach out to a document management consultant today to see what first steps your organization can take!

Michael Major

Written by Michael Major

Mike Major is a Key Accounts Manager, who works with customers to increase document workflow efficiency and reduce costs. Mike specializes in the industries of Healthcare as well as Legal and Finance. He currently works out of Phillip’s Lancaster office and provides support for customers in Lancaster, Berks, and York Counties.

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