Go Papreless
How to Work without the Need to Use Paper Documents: Practical Guide for a Paper-Free Office
Convert to Paperless Administration, DocSuite
Even though there are many technologies in place that help to reduce reliance on paper documents, institutions still operate on paper documents, and sometimes they are completely dispensed with. In fact, only 18% of companies currently do not rely on paper documents, which calls for fear. What's more is the proportion of significant problems that can be experienced as a result of using paper documents. Dealing with them impedes productivity, reduces operational efficiency, increases financial costs and other problems that can be experienced. Some studies have suggested that time spent processing paperwork could cost enterprises approximately $20,000 a year per worker.
From this article we will be able to clearly identify the following contents:
What is a paperless office or institution?
It means a digital transformation to improve efficiency that starts from the transfer of all paper documents to digital documents, which results in:
Easy document inspection, indexing and storage in a central warehouse for easy recovery.
Handmade paperwork has become electronic or automated, which will integrate documents with various electronic management applications for easy workflow.
Easy access to electronic documents at any time and from any device anywhere, especially in case of the employees of the enterprise in spaced spaces.
What are the negatives of dealing with paper documents?
cost burden
Gartner's research indicates that companies spend 1 to 3% of their revenue on office printing, as well as the cost of keeping, shipping and storing documents with the actual cost of the paper itself. There is also the indirect cost resulting from the considerable time spent by special procedures working on paper documents that affects the most productive and higher-value tasks, as the time consumed could cost your company thousands of dollars. According to research conducted by IDC White Paper in 2012, the time consumed in dealing with these procedures costs the enterprise about $19,732 per year per worker, and if an enterprise has, for example, 1,000 employees, the productive losses are equivalent to employing approximately 213 workers.
Security Risk
In an annual report submitted to Congress by the Civil Rights Bureau of HHS-Health & Human Services, we find that paper documents are 62% compromised in companies with more than 500 employees. As we know, paper documents are of a non-permanent nature, they may be subject to theft or damage due to natural disasters affecting the course of action; So there has to be a digital copy of these documents. In addition to the printers used in a number of institutions, they are subject to piracy, posing a security risk to the company's data.
Disruption of workflow
One of IDC- International Data Corporation's surveys indicates that the ratio of productive loss resulting from time spent processing paper documents is 21.3%. Many employees may take considerable time to perform their day-to-day tasks because of the constraints resulting from those papers. This is due to the very slow collection, classification and codification of information and thereby storing or directing information to others, all of which delays and special errors in important functions such as procurement, accounting, sales and human resources.
What are the advantages of paperless institutions?
1- lower operating costs
Converting paper documents into digital documents reduces printing and other operational costs such as:
storage costs
In that case, the enterprise does not need to buy paper tanks or exploit land space to store papers.
Copying and Printing Costs
Digital documents do not need to print and distribute many copies of papers, through a digital document management system that facilitates access to any document.
Costs of working procedures
Transferring digital documents facilitates business processes and saves money, helping to collect payments faster and reduce purchasing costs.
Security and data recovery costs
You can secure your organization's data in many locations easily and in inexpensive ways and you can easily recover it without affecting the workflow.
We succeeded in developing DocSuite.
we have successfully helped many of our clients reduce the costs of their enterprises after using the program to manage their digital documents successfully and contributed to increasing their profits and productivity and minimizing the material losses they were experiencing before.
2- Saving time wasted and employing it to increase productivity
3- Better level of security and compatibility
Environmental impact from transformation of the paperless system
The transformation of the digital system has positive effects not only on the functioning of the enterprise business system, but also on the environment by reducing the impact on forests, reducing energy use and impacting climate change.
Steps to transform your organization into digital and paperless
2- Identification of arduous procedures
Arduous procedures hamper the functioning, require many human inputs and prevent staff from focusing on the most valuable tasks that affect productivity. So first you need to identify areas of business with the company such as human resources, accounting, marketing and sales, and then focus on processes that rely on individual documents such as invoice processing and employee reviews.
2- Form your own team
In order to begin to implement the steps of transforming your organization into a digital enterprise, you must first create awareness about the importance of this transformation, its causes and its positive implications. In order to achieve this, it must receive the support and approval of executive directors, senior management and representatives of internal departments. This team will help you connect with all members of the organization to understand the importance of this transformation.
3. Identification of transformation steps for digital documents
In order to start determining the steps that will be followed to make the digital transformation, you must first understand all the steps that are being taken at the present time and identify the problems that exist and their solutions through the following:
accumulate points
By means of paper documents that reach the company through email, fax, and mailing.
Determine the course of information
It is intended to identify ways of sharing information within the institution among individuals, especially when approvals are required for further action.
information retrieval
Identify the methods used when wishing to access any of the paper documents stored.
To implement the previous steps you can first start answering the following questions through your enterprise system.
How to start workflow procedures? How do you compile information from documents?
Is it an easy process to implement? How do you guide information within the organization?
Where are the documents stored?
What are the ways to return and retrieve stored documents?
What are the main complementarities between all the organization's departments?
Order DocSuite Now4- Design the Solution
As we know, starting to design any product/service creates excitement in the end user in terms of the product's perception and effectiveness. This also applies here to the digital transformation process after identifying the thin steps mentioned by starting to search for software designs for digitizing paper documents. So here through DocSweet we provide you with the specially programmed design to solve all your problems and help you with that transformation that helps you with both (source and incoming messaging management, electronic archiving, task management, Workflow workflow, chat system and other tools). Through our program we also provide you with a number of important features (such as data analysis, report building, employee performance assessment and many other features). In addition to the ability to store all your digital documents easily and safely.
5- Start using your chosen solution
When you choose the solution or software system that will enable you to digitize, you can start testing first through the following stages:
Phase I:
Examine the details of the system you have chosen for your organization's needs and the possibility of improving it for the better.
Phase II:
Experience the implementation stages, where through the program you can make sure there is more than one tool to carry out the tasks of your different organization and modify the workflow procedures in more ways to reach the best procedures that can be followed.
Phase III:
Start using the program. This step comes after you have made sure that the program is commensurate with all the needs of your organization in terms of carrying out tasks with ease and speed and training workers on how to use it and its features and demonstrate the solutions that it has addressed through previously existing problems of handling paper documents.
6- Measuring the impact of digital transformation on your organization
After arriving at the solution and starting using it you should constantly measure the impact of that shift on your business processes so as to make sure you succeed. You can measure that effect by answering the following questions:
Have you achieved the desired goal of digital transformation in less than 90 days? Has the transformation of a paperless institution contributed to a good impact on the functioning of different departments?
Has individuals' productivity increased?
Does that make them happy?
How efficient is it to record documents?
How quickly are documents processed?
Is document retrieval easy?
How many hours of work have you provided per employee per week?
What percentage of the cost was saved as a result of the reduction in the storage of paper documents?
How does DocSuite help you not use paperwork?
Workflow Workflow Engine
Workflow tracking the workflow within departments and departments in a smarter and less effortless technological manner through a smart system that allows automatically directing transactions to the responsible employee in the competent department once they are added to the system and then automatically converts to the higher body after taking the necessary action by the employee and then converts them for baptism if needed and eventually takes the final action thereon and responds to the applicant and archives in the issuance.
Task Manager
Managing the functions of employees within the organization through an integrated system that allows the addition and assignment of functions to designated staff, appointing a follow-up officer and his/her representative in case of absence, and notifying the staff of their functions at the time of assignment, as well as allowing managers to accurately track the efficiency and fulfilment of the staff members' assigned tasks in addition to the possibility of linking the various tasks within the organization to internal and external transactions (issued and received).
Department of Outgoing and Incoming Correspondence
An integrated system encompassing all types and forms of transactions and correspondence within institutions, whether internal or external administrative correspondence (issued and received), is based on four main axes to provide the best management of the source and incoming, namely the registration and automatic archiving of the transaction and tracking the transaction's referral movement, enquiry and export until its completion and decision whether by preservation or as a public source.
Smart Sheet Package
DocSuite provides a smart package of innovative data handling tools from first building Google Forms entry forms and conducting questionnaires and polls inside and outside the organization to organizing, automatically analyzing and taking those data and answers into a valid spreadsheet to make decisions.