Implementing Digital Documentation, Realizing Its Benefits

There are still offices stuck with stacks of documents, since the concept of the paperless office has not yet hit home for some. With digital documentation comes a variety of new processes that businesses can take advantage of, including the option for employees to have remote access and save time that would have been spent searching for hard-copy documents.

With these benefits in mind, what are some ways an enterprise can put a paperless office in place?

Find ways to convert documents

TIME highlighted document scanners as useful tools to help in creating a paperless office. There are a variety of these on the market, and a company can pick the one that would best suit its needs. When an organization uses a scanner diligently and finds a strategy to follow, financial documents can be collected in one place in a clean and organized digital filing cabinet.

Some scanners are connected to Wi-Fi, and when one uses it, reports are immediately sent to any document software over a wireless Internet connection. Others are portable and small, so they can be carried between the home and office.

Integrate mobile devices with digital documents

Enabling document management software can allow companies to view documents from any type of device, whether that be a laptop, smartphone or tablet.

“A great benefit for paperless offices is that electronic documents can be found virtually from anywhere,” Cathy Sexton, a St. Louis-based productivity strategist and coach, told Business News Daily. “So if you have a virtual private network or somebody who works from home, they can access documents too.”

Business News Daily noted how employees can access their work from home, which can create a new dynamic for businesses. An organization can also collaborate on reports in the cloud, which is available with paperless management software. This makes collaboration and communication prominent in team projects.

Put employees in the mindset

There may be some members in an organization who fear paperless document management, and it’s key to work with them to help them feel at ease. Reminding them of all of these benefits and keeping strict with the strategies in place can help them become comfortable with the process.

Keeping these things in mind will help companies stay on the path of transforming into paperless organizations. Although it may prove to be a challenge, the benefits in the end are worth it.