In recent years digital documentation has taken the business world by storm. Going paperless is saving businesses time and money. The attitude of gratitude from office employees to CEOs has been resounding with companies that have implemented this process and eliminating hard copies. The transition to paperless technology can be difficult, but here are some easy and helpful tips that will make the transition seamless.
Map it Out
Preparedness is key in a digital documentation endeavor and having a timeline is a positive way of having and meeting expectations. When you map out your timeline consider having different “phases.” Phase one, for example, involves having all your hard copies in one location and scanning them within six months or something similar. Create measurable goals and give yourself some wiggle room. Scanning hard copies and converting everything is what will take the most significant time, so be gracious with yourself.
Knowledge is Power
Having a current understanding of all your hard and soft copies, how and where they are filed is essential to this operation. In some offices, there may be one or two people who really know their stuff when it comes to the filing system at work and is typically responsible for accessing them for others. Be sure to communicate with these people and understand how your system works including naming patterns, programs and how many hard copies you need to digitize.
Think of the Future
It is extremely important to document the process every step of the way. When everything seems new, leave explicit step by step directions for the future especially when you troubleshoot problems. There will most likely be unforeseen problems in the future or changes and if you have everything documented may be more easy to process through those problems.
Discover Better Solutions with Micro Records
Micro Records are the pros when it comes to organizing your office and helping to provide you with tools to make your office better. We provide a wide variety of solutions to explore when it comes to your office like scanning and digital systems. For more information on how we can help your business utilize better organizational techniques and get the latest technology solutions visit us online or give us a call at 877-410 SCAN. For more tips on the newest technology follow us on Facebook, Twitter, LinkedIn, Google+, YouTube and Flickr.