Still avoiding going paperless? Afraid that it is going to be too hard to do? Don’t let the logistics of the process overwhelm you. Transitioning from paper to digital can be a snap with the right planning and preparation. Here are some of the key parts of the process so you can get the ball rolling.
Set a Target Date
The first thing you should do is set a date when you want the process to be complete by. Don’t pick an arbitrary date; make sure that you will have enough time to get all the hardware and software that you will need, as well as transition your business processes. Six to nine months is usually a good starting timeframe to get the transition done.
Having a target date will ensure that you have a set transition. Otherwise you might find the process dragging along for years without actually ever completing. Make sure you stick to it, even if it means walking around on the day and picking up all the paper that is lying around.
Hire the Right Contractors
You are going to need to have all of your current documents changed into a digital format. Since all of your employees already have full time jobs, you don’t want to add to their workload by putting document imaging on them. Hire a firm to do your document imaging for you so that you can have experts in the field get the best quality documents possible.
Replace your Forms
All of the invoices that you used to send out in paper form are going to need to be transitioned to a paperless format. Fortunately, there are many tools out there that can help you make new forms that are completely electronic. Absolutely Paperless offers PDF forms that can even adapt based upon the selections that are made in filling them out.
Identify the Hardware
You are going to need document scanners, computer hardware to store your electronic documents and possibly tablets for your employees to use instead of notebooks. Sit down and make a list of all of the hardware you are going to need in order to fully transition away from paper. You might be able to find companies that will work with you to bulk order this equipment, so take the time to shop around and get the best deal you can.
Protect your Documents
While your efficiency will increase by having fully electronic and searchable documents, the importance of making sure that all of your data is safe and backed also increases. Ensure that you have both onsite and offsite backups for all of your data to hedge against data loss due to any number of reasons. Make sure you backup plan covers the maximum amount of data, in time, that you can afford to lose. This means if you need to back up at the end of every day due to the amount of data you produce, you should do so.
Absolutely Paperless offers several solutions to help you transition to a paperless office. Take a look at our custom PDF forms for your office!