Getting rid of paper documents is the first step towards digital transformation. In this article we will take a look at the process to follow to eliminate paper in our offices in an effective and efficient way thanks to the DocuWare document manager.
If you are still hesitant about going paperless in your business, here are some of the benefits you will experience:
- Cost reduction.
- Improved security.
- Optimised workflows.
- Greater agility and efficiency.
- Reduced business risk.
- Improved customer relations.
- Positive environmental impact.
So, how can I get rid of paper completely?
To eliminate paper in your office we propose the following plan, which consists of three phases of 30 days each:
Current processes and responsible teams
To achieve 90-day paperlessness, we will first focus on deepening our current processes and training the team responsible for carrying out this project. Before starting the digital transformation, it is important to be clear about the following issues:
- Key points of the current process.
- Problems with the current process.
- Life cycles of our documents.
- Capture and archiving of information.
- Document approval cycles.
- People involved in these processes.
Design of the solution
The next thing to do is to design the solution, which includes deciding what software features are needed to create a paperless office. Once we are clear about the ideal solution for our company, we will create awareness of that solution. This step is crucial, to report on how office automation facilitates daily tasks and helps to meet objectives.
Implementation of the solution
Finally, the implementation of the automation solution would be carried out, paying special attention to testing at the beginning and frequently thereafter. Prior to the launch, let’s not forget the importance of training our team on the new solution and how to exploit its benefits. Training can be delivered through face-to-face sessions, webinars, seminars, etc. All the training we provide must always be documented and kept up to date. Once our team is properly trained, we can put this new process in place.
At the end of this simple roadmap, your company will have taken a big step towards digitalization and will experience immediate improvements in document management and employee collaboration through streamlined workflows.
Success Story
Many companies have already made this significant leap towards digitalization and have achieved great results. This is the case of the Instituto Murciano de Acción Social (IMAS), which covers a wide range of social services.
The entire administration was paper-based, but the processing was time-consuming and inefficient, so the search began for a digital document management system that would guarantee the security of the information, as most of the documents processed are confidential.
After the integration of DocuWare, the documents submitted by citizens are scanned directly into the registry where an intermediary software checks whether the documentation is relevant for social affairs and forwards it to IMAS; DocuWare indexes and archives it, making it available to authorised users at all times.
The advantages of digitisation are obvious: thanks to automatic archiving and the immediate availability of all documents at the touch of a button, social workers no longer waste time archiving and searching for papers. The IMAS institute has reduced its processing times considerably, which benefits not only its employees but also the citizens of the region.
The digital transformation of your company is more accessible than ever before, thanks to DocuWare. For more information on the process to follow, please do not hesitate to contact us and we will be happy to help.
