Going paperless is a big step for your organization. Making a switch to an electronic filing system can save time, money and space at your office. Some benefits include instant file access, the ability to report on files that might be missing or expired, enhanced security, and simpler audits. Moving from paper to an electronic filing system does not have to be a challenge, though.
The transition to a paperless system can be made a lot easier by following a few simple steps:
1. What are our goals?
Meet with your team to discover the most pressing challenges they are facing right now. Is your running out of space to store paper? Is the actual creation of paper documents in the first place the main issue? Your goals should be to alleviate the main pain points your team is experiencing.
2. What are our possible solutions?
Now that you have a good understanding of the areas your team is struggling in, it's time to start exploring possible solutions to achieve your goals. It's important to know what types of benefits different software and systems can bring to your team. For example, you might consider an electronic filing system with scanning automation tools to digitize all of your existing files and free up office space. Or, you might look at a esignatures and paperless workflows to eliminate the creation of paper files in the first place.
3. What is the best solution for us?
Once you understand the types of solutions that can help you achieve your goals, it's time to shop! There are bound to be more than one option for just about any goal you are trying to achieve. When considering different solutions, keep your top goals in mind. Some solutions may solve multiple problems for your team and others may only an answer to one pain point.
If you would like to learn more about going paperless in your office, DynaFile can help! Our electronic filing solution has been helping companies go paperless to achieve a higher level of efficiency for over 17 years. Give us a call to see how you can take an entire department paperless in 30 days or take some info to-go with our complimentary Paperless HR Guide.