This week is “National Organizing Your Files Week,” which is all about gaining control of your paperwork. While organizing and storing paper documents may eliminate the immediate problem, paper has the tendency to just keep growing and taking up more and more of your office space and prevents you from going green.
That’s where document scanning services and document management come in. By scanning your existing documents and uploading them into document management software, you gain back valuable real estate space and gain control of your business documents.
So what’s the best way to get started? I’ve put together a list of the 5 things you should do to help your business out of the paper slump.
- Identify the department(s) struggling the most with paper. Typically, human resources and accounts payable are paper-heavy departments and can benefit the most by reducing paper.
- Review your business processes. If your business processes haven’t already been mapped out, spend the time to do it now. Identify which processes can be streamlined and improved with workflow automation. By automating your business processes, you create accountability, gain visibility, and increase efficiency.
- Find a document scanning and document management partner. It is crucial to find an experienced and certified document scanning company and document management software reseller. Outsourcing your document scanning is cost-effective and ensures your staff is focused on your core business. After scanning, store your documents with in-house document management software or cloud document management software for secure and easy access.
- Determine what to do with your original documents. Once your documents have been scanned and stored in-house or in the cloud, figure out what you need to do with the original paper. A reputable partner will work with an NAID certified shredder to securely destroy your documents and return a certificate of destruction to you.
- Start now. Don’t wait any longer to start eliminating paper in your office. By tackling paper now, you are going green in time for Earth Day next week and gaining more control of your critical documents, business processes and your business.