Are any of your key business processes still paper heavy? If they are, you’re competing with businesses that have a paperless office. Employees in paperless organisations are able to do more with their time, there are less errors and better compliance around document security.
A paperless office is the first step in a digital transformation strategy and refers to the deliberate removal of paper from business processes. The goal to improve efficiency and digitisation is at the core of a paperless office.
A great example of a business who has benefitted from going paperless is Felicity Bryan Associates in Oxford. Founded in 1988, Felicity Bryan Associates is the largest independent literary agency outside of London.
They opted to implement DocuWare back in 2019 to assist with the work involved with managing their royalty payments with their publishers. They were heavily paper based and this made the bi-annual royalty payment run really laborious.
They now store all royalties in DocuWare and can access them instantly as and when required from any location. They have DocuWare integrated with their finance system, Sage and find their finance processes are now much slicker and more streamlined. They use DocuWare to send and store correspondence with their publishers.
DocuWare’s intelligent indexing data capture tool is a great help in removing the need for manual data entry from the incoming documents, most of which are in PDF format.
Having a paperless office is not as daunting as it sounds! Not all paper has to go completely and it definitely doesn't have to disappear all at once. It's also about employees adapting and changing mindsets from 'how things have always been done' to a new way of paperless working.
Information that started as paper is transformed into electronic form. Documents are scanned, indexed, and stored securely in a central repository for easy retrieval.
Image quality is imperative if you are looking to go paperless and will need an element of scanning. To ensure the highest quality image, we would always recommend a dedicated departmental scanner.
We choose to work with Kodak Alaris and we have many client who purchase scanners from us to support their paperless office goals.
Processes that were manual such as copy and paste tasks or document approvals are now automated. The right document management system will integrate with you other applications for streamlined workflows across business functions.
You can access electronic documents anytime, anywhere, and from any device. This is critical if you have multiple offices or employees needing access to documents remotely.
Holding important information on paper creates a lack of transparency, processing challenges and opens businesses up to risk. Loss, duplicates and wasted time cost money which is why so many businesses are now looking to remove paper. A paperless office becomes a reality with the implementation of dedicated document management software.
These specialist solutions are tailored to your business and provide an alternative to paper-based business processes and document storage.
Our paperless office software ensures documents and data are available instantly from any location, no rifling through cabinets or colleagues’ desks.
The cost of physical storage, paper and printing are all removed and workspaces decluttered.
When important business documents are stored in one secure digital location, communication is faster, access is easier and information can be seamlessly routed around the business using workflow technology.
There are some shocking facts around office paper waste and it is something that organisations can so easily reduce by reusing paper, no longer printing and automating tasks with paperless office software.
Our work with Mosscare St Vincent's Housing Group meant all information is now captured digitally, removing paper from their processes entirely.
Gartner estimates that companies spend between 1 to 3% of their revenue on office printing. That doesn’t even account for the cost of filing, shipping and storing documents— let alone the cost of the actual paper.
Nucleus Research studied the cost benefits of investing in content management and their report reveals key benefits and best practices for small and medium-sized businesses to start saving every penny and win back employees' time.
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A survey by Data Breach Today mentions that the wasted time associated with handling paper leads to a productivity loss of 21.3%.
Many employees struggle to stay on top of daily tasks and workflows because they're inundated with information and hampered by inefficient, paper-based business processes.
Moving paper through your organisation, without first converting it to electronic form, is notoriously slow. Admin workers waste time capturing, storing and routing documents to others due to manual processes.
These tedious manual processes, in turn, reduce operational efficiency and create a “document disconnect,” which results in delays and errors as documents move between critical business functions such as procurement, accounting, sales and human resources (HR).
