AIIM’s World Paper Free Day encourages organizations to review their internal processes and see where they can reduce paper usage.
Once pain points and paper-heavy departments – most often accounts payable and human resources – are identified, one of the most effective solutions organizations should consider is scanning documents and implementing a document management system. Further efficiency and paper reduction can be realized by automating workflow and utilizing e-forms.
Here are some ideas AIIM suggests to find out where you can reduce paper use in your organization:
- Audit your processes to see where paper slows throughput, adds process steps, or restricts transparency and reporting.
- Look at how physical handling of incoming mail site-by-site might better be centralized, processed in higher volume and distributed electronically.
- 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.
- Brainstorm how the capabilities of modern mobile devices—portable scanners, smartphones, tablets and specialist devices—could transform your processes by eliminating elapsed time, lost forms, poor data, and rekeying.
- 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.
- Use Web 2.0 technologies like wikis and blogs for internal communication and collaboration
- Look at where and why paper is still leaking into the business.
- Implement scanning into processes which will deliver clear benefits.
To learn more about AIIM’s World Paper Free Day, download a copy of the paper-free process handbook.