For literally decades efficiency experts have promoted the Paperless Office yet the use of paper is actually growing. According to the American Forest & Paper Association’s December 2009 Printing-Writing Paper Report, total printing-writing paper shipments increased 6% in December compared to December 2008 – this is the second consecutive annual increase.
Nevertheless, enormous progress has been made due to the widespread use of computers and the Internet. Electronic ordering, statements, invoices and bill payment are now the norm. To reduce the current paperwork in the medical area, the Obama Administration has allocated $19 Billion of the Stimulus funds to Electronic Medical Records.
There are two fundamental aspects of the Paperless Office: Moving to digital document imaging and processing, and dealing with existing paper. We recommend you start by identifying best practices within your industry. How do the leading-edge firms process their work? Can those methods be adapted to your specific needs? Will your costs be reduced or might they be increased due to maintaining the infrastructure and controls? Small amounts of paper may be easier to process and maintain than complex electronic systems.
Assuming that the paperless approach is the right objective, migration becomes the primary focus. This includes installation and training on the new system and cutover procedures. Employees comfortable with current methods may be resistant to change, especially if personnel changes are part of the implementation.
Where does microMEDIA fit in to the paperless office approach? We can assist in one of the most important factors – operating two systems; paper and electronic. Almost no business or institution can eliminate all of the old paper documents, even if all new work is digital. Our experts provide advice on which older documents need to be converted and recommend alternative document scanning and indexing approaches to minimize the cost. We can help you decide what to warehouse, what to scan to electronic form and even what to maintain in paper form.