With the new year quickly approaching, it’s time to start setting some goals. While it’s great to set some personal resolutions, it’s also worthwhile to map out resolutions for your company. One resolution may be to reduce paper in your office, something that is easily achievable with document scanning services.
Below are 5 ideas from AIIM on how you can start evaluating and tackling the paper problem in your office in 2014.
- Audit your processes to see where paper slows throughput, adds process steps, or restricts transparency and reporting. By documenting your workflows, you can see where your bottlenecks are, what steps are unnecessary and which steps can be automated.
- Look at how physical handling of incoming mail might better be centralized, processed in higher volume and distributed electronically. By using outsourced mailroom and P.O. Box scanning services, your employees never have to touch physical mail again. This helps ensure documents are processed in a timely manner, saving you time and money.
- Aim to scan documents or capture data as close to the source as possible—in the branch office, on the shop floor, in the field or at the customer’s premises. A combination of desktop scanners and cloud document management software with workflow automation helps reduce paper from piling up and ensures documents are acted upon if further processing is necessary.
- Brainstorm how mobile devices—portable scanners, smartphones, tablets and specialist devices—could transform your processes by eliminating elapsed time, lost forms, poor data, and rekeying. Mobile document management software ensures your company’s documents are accessible wherever your employees are. Employees are able to retrieve a document on the go or can submit an expense report while on the road.
- Do not print or copy any documents unless absolutely required. Process your documents electronically by sending all documents via email or electronic fax as the preferred method to your customers. This one’s simple – don’t create unnecessary paper, especially if it arrived in a digital format.
We hope this is a helpful starting point for your organization to begin reducing paper and improving efficiency. Everyone at Digiscribe New England hopes you have a happy and healthy 2014!
AIIM provides the education, research and certification that information professionals need to manage and share information assets in an era of mobile, social, cloud and big data.