How to Transition to a Paperless Work Environment?

Q: How do you transition to a paperless business?

A: The first step is to accept that the move from a paper-centric work environment to a fully digital one makes a lot of sense.

Essentially, paper files/records are now the outstanding data set that resides outside of a company’s electronic environment.

There are a lot of compelling arguments for Scanning paper Files.

  • Security.
  • Disaster Recovery.
  • Office Floor Space Saving.
  • OH & S Risk Reduction.
  • Staff Efficiency.
  • Compliance.
  • Corporatizing the Information within the Files.

Each business will have its own motivations and drivers, the short-term, medium and long-term goals need consideration.

I would recommend you have one of the salespeople from Microsystems visit your site, have a look at what is the actuality off your business document cycle, we can then create a road map and make recommendations on how to achieve a completely digital environment that takes into account any change management issues created by transitioning from paper-centric to fully electronic workplace.

Essentially you need to have your staff on board. Not that it’s difficult but it needs to be embraced by management first. It’s a change in the way that you’ve been doing things. So, if you’re an organization that has been processing paper for 20 or 30 years that is how it’s been done. And you’re going to have employees thinking if it isn’t broke don’t fix it.

So it’s a matter of, from management down, making staff aware of the efficiencies, the effectiveness, the security, all of the access and controls that can be put in place. The availability of working remotely, the security of having the information in the cloud, if that is where you choose to have your repository, stage 2 involves introducing workflow efficiencies by transacting those records electronically rather than shuffling paper across desktops.

Every business has a different model. That’s just the nature of companies. Where you’ve got significant volumes of paper, either accumulated historically or being generated consistently on a day-to-day basis, we will analyze your situation to provide cost-effective answers.