Transitioning to an electronic document and records management system (DMS) provides various advantages over traditional hard copy storage systems. Some of the benefits include increased security, searchability, and efficiency in document access and sharing. However, one significant obstacle in deploying an electronic system is the workforce required to make the move.
Even if you know your organization or department might benefit from digitizing its papers, it can take time to know where to begin the move to the new system. That’s why we’ve created a tutorial to help you prepare and upload papers as efficiently as possible.
- It’s not necessary to go completely paperless
When we conceive about transitioning from a paper-based document management system to a digital one, we envision going entirely “paperless”. It is not. Don’t be deceived by this word and then discouraged from making the move. When transitioning to an electronic document and records management system, the goal is to reduce rather than eliminate paper use.
- Plan in advance
Do not strive to make the transition too quickly. Make a long-term plan and involve important leaders. Share the strategy with your leaders, who will then communicate with their teams about the process and desired goal. Consider where the process could become blocked or derailed, and develop methods to get back on track with minimal disturbance. Take the process one step at a time, at a speed that you and your firm can handle.
- Determine the data that will be converted
Not all of your data may need to be digitized and entered into the new system. You may have paper files that need to be kept or are not frequently accessible. These can be saved in paper format.
- Destroy paper records
Unless necessary to be maintained indefinitely, paper records should be destroyed at the end of their useful lifetime. Keeping them for an extended period increases the danger of security breaches. Following the retention periods set for your paper records is an important aspect of the relocation process.
- Use the services of a professional scanner
The massive effort of scanning your paper documents at the proper file size and image quality necessitates qualified personnel and advanced equipment. Small company scanning equipment is slow and cumbersome to operate, so a DIY method will cost you significantly more in the long run than having an outside group digitize your information.
- Operate digitally wherever possible
Stop producing paper files wherever possible to make the transition from paper to electronic document system easier. For example, forms should be completed digitally or online rather than on paper. Share files electronically instead of printing paper copies. Encourage all communication to be done digitally.
- Review regularly
Take the time to evaluate how well you are moving from paper to digital and look for areas for improvement if you are dissatisfied with your outcomes. Speak with employees to assess the problems and praise their accomplishments. Schedule training sessions to keep existing and new staff up to date on your electronic document management system procedure.
In Summary
Papertrail offers scanning for any size project, allowing you to capture your desired information quickly and efficiently. We will also keep your paper files offshore and make them available on short notice using our scan-on-demand service. When you’re ready to transition from a paper-based to an electronic document and records management system with our skilled staff, we at PaperTrail will be ready to assist you.