Partner Article

Automating your paper processes: top tips

Janice Palmer, director at Less Paper Solutions Ltd, provides her top tips on automating the paper chain in business.

Paper takes up space and time. Filing cabinets not only take up space, they pose a challenge in delivering the right information to the right people at the right time. Studies by Pricewaterhouse Coopers indicate that on average, 7.5% of all documents are lost and the 3.5% of the remaining documents will be misfiled. This is staggering if you have a warehouse full of paper and you cannot locate 11% of information because it is not where it is supposed to be. Electronic content and records are not only less likely to be lost or misplaced, they can be retrieved in seconds and accessed simultaneously which, inturn, lowers your operating costs and significantly increases your operational efficiencies.

Despite the benefits, businesses have yet to adopt a ‘less paper’ working environment. Mobile devices – smart phone, tablets – have huge potential inbringing business processes to everywhere and everyone. E-mail has been the driver in bringing theses devices into business.

How do we go about change?

As with any project in an organization it is important to have a “champion” forthe cause, ask for or appoint someone to take ownership.

Start scanning to process – scan to archive is still more prevalent than scan toprocess. Only half of those organizations surveyed who capture text and datafrom scanned forms and documents actually link it into the process.

Digital mailroom – the best way to remove paper from a business is to headit off at point of arrival. A digital mailroom transforms incoming mail intoelectronic format and routes it to the correct department.

Put electronic content into your processes – Go digital! Aside from the costof paper, toners and other elements related to paper documents, the cost ofmoving paper around an organization can be considerable, not to mention theamount of time wasted for action to be taken.

Implement digital signatures - There are numerous options, so match thesignature solution to the signature requirement.

Take the opportunity to look at your processes – don’t automate a badprocess. Technology for the sake of technology does not work andautomating an inherently bad process will not improve it, in fact it mayenhance the problem.

Respond to the opportunities afforded by mobile technology.

Let’s get started!

Here are some suggestions as to what you can do to begin the process.

Audit your processes. See where paper is creating a bottleneck in the workflow.
Examine your customer/supplier or staff response mechanisms to seewhere paper processes are slowing things down.
Look at the physical handling of incoming mail and see how it can be processed in higher volume by distributing it electronically.
If you are already scanning, see how more efficient you can be by adopting an electronic process
Aim to capture data as close to the source as possible. If a document is created electronically – keep it electronic.
Brainstorm to see how mobile devices could transform your processes.
Do not print or copy any documents unless absolutely necessary.
Process your documents electronically and send all documents via e-mail as a preferred method.
Map, design and manage all business processes electronically andassess how they can be improved.
Implement scanning into the process which will deliver immediate benefits.
Find out more about electronic document management and what isavailable on the market.
Take part in AIIM’s World Paper Free Day on Thursday 25th October 2012.