move-from- document-storage-facility-to-paperless

Moving paper documents to electronic storage will improve the overall productivity of the organization and it will also cut down the storage costs and enhance document security. It is also difficult to retrieve any specific information from the pile of papers in the file cabinets. And it will be a nightmare to share the paper documents as it will have a possible security threat. So, it will be a wise decision to move towards digital era. The organization can hire skilled professionals for this process, otherwise, they can go with any document management service provider which is again dependent on the factors like feasibility, the estimated cost for the transfer process, and objective. To move files smoothly from document storage facility to paperless, organizations can follow the below steps.

1) The Right Equipment to Initiate the Transfer Process

Transferring all the physical documents to its electronic counterpart is a major task and it can be achieved quickly with the help of the right equipment. A top of the line scanner, cloud storage space, well-defined file management system are few of them. Organizations can go with document scanning with the help of these types of equipment to convert their physical documents into the soft copies which can then be stored on the hard drive of the computer or in the cloud.


2) Proper Disposal plan for Hard Copies

One of the lucrative features of going paperless is to lower the storage cost of hard copies. But, organizations should have an effective plan for the disposal of all these unwanted hard copies which may include any document containing important information regarding the organization. Apart from this, companies need to finalize a best logistic plan to move these waste documents. There are many service providers in the market that offer quality record management services. They will take the ownership of safe disposal of paper documents.

3) Prepare for Transition

Once the organization plans to initiate the process of digitization for most of its documents, they have to prepare a transition process. Since it is going be a new feature for the in-house employees, they need to plan out some training process for them so that staff can easily locate, edit, update, and share the documents they will be working on. Once they get familiar with the process, organizations can initiate the transfer process in small chunks.

4) Enable a Continuous Process of Going Paperless

Organizations need to take care of certain daily routine which involves paper documents and they should start adopting a paperless way of dealing with them. The tasks can include sharing online documents rather than printing the hard copy, incorporate online payment rather than sending envelopes to the customers to pay bills, enabling a shared location to store large files so that multiple people can get access and work on the same, avoiding meeting handouts and enforce screen sharing during the presentation.

It is definitely a major shift for businesses to become paperless. But once the organizations get aware of the benefits of digital documents and the process to reduce paperwork, they will be able to run their existing business more efficiently. Advanced technology provides a series of smart tools to become a paperless office. And last but not the least, every step towards a paperless environment will save time, money, storage space and clutter.

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