Going Paperless Is Easy - Getting Started Is Hard

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More and more organizations realize the importance of going paperless as part of an effective records management program, but many don't know where to begin. During this 45 minute webinar, you'll discover the key elements you must know in order to get started. This is a must-attend event for anyone responsible for managing documents. It will help you evaluate your records management project and determine the steps that you need to take, empowering you to become an agent of change for your company. During this Webinar, you'll learn how you can:


* Uncover paper-intensive processes that can be automated
* Gain the necessary internal approvals to move forward with your program
* Apply technology to transform you records management program to improve productivity in such areas as HR, accounts payable, loan processing, customer relationship management, lease management, and others
* Move your documents from the warehouse to the desktop
* Determine whether you should implement an in-house or outsourced solution

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  • “Do more for less”, “work smarter not harder” are nice tag lines that won’t lead to project approvalDefine a measurable list of criteria for successVague declarations of achievement won’t motivate changeROI, % reduction of expense, etc.
  • Paper intensive – a/p, hr, contracts…
  • Paper intensive – a/p, hr, contracts…
  • Going Paperless Is Easy - Getting Started Is Hard

    1. 1. Going Paperless Is Easy - Getting Started Is Hard<br />Andy Koval<br />EVP and Founder, Archive Systems, Inc.<br />
    2. 2. Overview<br />How paperless are we?<br />How do you define success?<br />How do you overcome the challenges of implementing change?<br />Which paperless solutions make sense for you?<br />Is 100% paperless the goal?<br />
    3. 3. Source: www. AIIM.org/8 things ‘8 Reasons You Need a Strategy for Managing Information – Before It’s Too Late<br />How Paperless are We?<br />There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per year<br />For 56% of organizations, the volume of paper records is increasing<br />The average office worker uses 10,000 sheets of copy paper each year and wastes about 1,410 of these pages <br />With the average cost of each wasted page being about six cents, a company with 500 employees could be spending $42,000 per year on wasted prints<br />
    4. 4. Does Your Work Environment Look Like This?<br />
    5. 5. Why Shouldn’t It Look Like This?<br />
    6. 6. Eliminate paper and…<br /> • Increase the speed of business<br /> • Reduce costs <br /> • Reduce errors <br /> • Increase service levels<br />How Do You Define Success?<br />
    7. 7. How Do You Define Success?<br />Be specific!<br />By going paperless in my department we expect to:<br />Increase service levels by n%<br />Achieve ROI of n%<br />Eliminate n% of my operating overhead<br />
    8. 8. How Do You Define Success?<br />How my “clients” adapt to change (culture)<br />Look within your organization to identify…<br />Which department(s) are the most paper intensive<br />The approach (all or nothing)<br />The deployment model - build it, buy it or rent it<br />
    9. 9. Board of Directors<br />President - CEO<br />Rick Kushel<br />SVP – CFO<br />Mike Mele<br />EVP – COO<br />Mitch Koval<br />SVP – Software Engineering<br />S. Shastry<br />EVP – Sales & Mktng<br />Andy Koval<br />VP – Controller<br />Joe Maurer<br />SVP – Operations<br />BJ Johnson<br />VP Applications<br />Charles Lamberta<br />Sales Admin<br />[Open]<br />A/R & Office Administration<br />Glenna Heller<br />A/P & Billing Administration<br />Marianne Daniels<br />Dir. Ops – Phoenix<br />Rob Blumer<br />VP – Product Sales<br />Dave Craig<br />Senior Programmer / Analyst<br />Akhtar Hussain<br />Senior Programmer / Analyst<br />Ana Sorce<br />HR Director<br />Elene’ Costan<br />Dir. – Conversion Services<br />Mike Thompson<br />Sales<br />Rob Nicolosi<br />Sales<br />James Wright<br />Team Lead / Programmer<br />Mike Uzatmaciyan<br />Programmer/Analyst<br />Subi Joseph<br />HR Assistant<br />Danna Yancey<br />Executive Assistant<br />Mae Gorres<br />Dir. – QC<br />Randy Sanders<br />Sales<br />Lori Howard<br />           <br />Sales<br />George Stemetzki<br />Programmer/Analyst <br />Damien Bradley<br />Project Manager<br />[Open]<br />Dir. – Record Ctr Ops<br />Maurice Ebanks<br />Sales<br />Anthony Citera<br /> Programmer/Analyst<br />Yousuf Kassem (c)<br />Sr. Programmer/Analyst<br />Sergey Sunko (c)<br />Sales<br />Sam Horton<br />Dir. - Customer Svc <br />Amy Polsky<br />Programmer/Analyst<br />[Open]<br />Sales<br />[Open]<br />Sales<br />[Open]<br />Sr. Programmer/Analyst<br />Rob Horan (c)<br />Cust Development Mgr – HC<br />Gil Hernandez<br />Jr. Programmer/Analyst<br />Avo Meguerditchian<br />Sales<br />[Open]<br />Sales<br />[Open]<br />Programmer/Analyst<br />[Open]<br />Cust Development Mgr – HC<br />Jeri Shappy<br />Programmer/Analyst<br />[Open]<br />Cust Development Mgr - CIT<br />Steve Hainebach<br />VP -Cust Dev’t, Aspen 360<br />Heath Blount<br />VP–DPOS & Dbase Svcs<br />[Open]<br />Sales Manager- RM<br />Dave Graziano<br />Dbase Operations Mgr.<br />Alex Urosov<br />Jr. Dbase Administrator<br />Raquel Torres<br />RM Sales (Phx)<br />Ruth Lebeda <br />RM Sales (Phx)<br />[Open]<br />RM Sales<br />Jack Delaney<br />RM Sales<br />Mark Kendall<br />Jr. Dbase Administrator<br />[Open]<br />RM Sales<br />[Open]<br />SQL Developer<br />[Open]<br />VP Strategic Solution Delivery<br />[Open]<br />VP–Process Automation<br />Rob DeVincent<br />Appln’s Architecture & Prog’g<br />[Open]<br />Sr Programmer/Analyst<br />Darwin Torres<br />Automation Manager<br />Anthony Giardina<br />Project Manager<br />Elizabeth Giardina<br />Dir – Infrastructure Svcs<br />Chris Williams<br />Field Support Manager<br /> Claudia Ascencio<br />Field Support Manager<br />Felicia Rella<br />Helpdesk Manager<br />Jorge Palacios<br />Field Support Manager<br />[Open]<br />Field Support Manager<br />[Open]<br />Appl’ns Support Specialist<br />[Open]<br />Appl’ns Support Specialist<br />Dennis Candelaria, Jr.<br />SVP – Marketing<br />Hank Boggio<br />Appl’ns Support Specialist<br />Anthony Marro (c)<br />Appl’ns Support Specialist<br />Christopher Phillips (c)<br />Mktg Communications Mgr<br />Valerie Moravek<br />Writer<br />Craig Abramson<br />Telemarketer<br />[Open]<br />Telemarketer<br />Erin Koza<br />Weekend Operator<br />[Open]<br />Appl’ns Support Specialist<br />Victor Akinola<br />Helpdesk Technical Coordinator<br />Michael Phillips<br />Network Engineer<br />Darren Love<br />Jr. Network Engineer<br />[Open]<br /><ul><li> Identify key constituents
    10. 10. Get consensus on target initiative
    11. 11. Confirm project(s) can be funded</li></ul>Overcome the Challenges of Implementing Change<br />
    12. 12. Overcome the Challenges of Implementing Change<br />Where large scale projects typically originate:<br /> Business Units<br /> A/P<br /> HR<br /> Legal, etc.<br /> IT / IS<br /> Senior Management<br /> Records Management<br />Board of Directors<br />President - CEO<br />Rick Kushel<br />SVP – CFO<br />Mike Mele<br />EVP – COO<br />Mitch Koval<br />SVP – Software Engineering<br />S. Shastry<br />EVP – Sales & Mktng<br />Andy Koval<br />VP – Controller<br />Joe Maurer<br />SVP – Operations<br />BJ Johnson<br />VP Applications<br />Charles Lamberta<br />Sales Admin<br />[Open]<br />A/R & Office Administration<br />Glenna Heller<br />A/P & Billing Administration<br />Marianne Daniels<br />Dir. Ops – Phoenix<br />Rob Blumer<br />VP – Product Sales<br />Dave Craig<br />Senior Programmer / Analyst<br />Akhtar Hussain<br />Senior Programmer / Analyst<br />Ana Sorce<br />HR Director<br />Elene’ Costan<br />Dir. – Conversion Services<br />Mike Thompson<br />Sales<br />Rob Nicolosi<br />Sales<br />James Wright<br />Team Lead / Programmer<br />Mike Uzatmaciyan<br />Programmer/Analyst<br />Subi Joseph<br />HR Assistant<br />Danna Yancey<br />Executive Assistant<br />Mae Gorres<br />Dir. – QC<br />Randy Sanders<br />Sales<br />Lori Howard<br />           <br />Sales<br />George Stemetzki<br />Programmer/Analyst <br />Damien Bradley<br />Project Manager<br />[Open]<br />Dir. – Record Ctr Ops<br />Maurice Ebanks<br />Sales<br />Anthony Citera<br /> Programmer/Analyst<br />Yousuf Kassem (c)<br />Sr. Programmer/Analyst<br />Sergey Sunko (c)<br />Sales<br />Sam Horton<br />Dir. - Customer Svc <br />Amy Polsky<br />Programmer/Analyst<br />[Open]<br />Sales<br />[Open]<br />Sales<br />[Open]<br />Sr. Programmer/Analyst<br />Rob Horan (c)<br />Cust Development Mgr – HC<br />Gil Hernandez<br />Jr. Programmer/Analyst<br />Avo Meguerditchian<br />Sales<br />[Open]<br />Sales<br />[Open]<br />Programmer/Analyst<br />[Open]<br />Cust Development Mgr – HC<br />Jeri Shappy<br />Programmer/Analyst<br />[Open]<br />Cust Development Mgr - CIT<br />Steve Hainebach<br />VP -Cust Dev’t, Aspen 360<br />Heath Blount<br />VP–DPOS & Dbase Svcs<br />[Open]<br />Sales Manager- RM<br />Dave Graziano<br />Dbase Operations Mgr.<br />Alex Urosov<br />Jr. Dbase Administrator<br />Raquel Torres<br />RM Sales (Phx)<br />Ruth Lebeda <br />RM Sales (Phx)<br />[Open]<br />RM Sales<br />Jack Delaney<br />RM Sales<br />Mark Kendall<br />Jr. Dbase Administrator<br />[Open]<br />RM Sales<br />[Open]<br />SQL Developer<br />[Open]<br />VP Strategic Solution Delivery<br />[Open]<br />VP–Process Automation<br />Rob DeVincent<br />Appln’s Architecture & Prog’g<br />[Open]<br />Sr Programmer/Analyst<br />Darwin Torres<br />Automation Manager<br />Anthony Giardina<br />Project Manager<br />Elizabeth Giardina<br />Dir – Infrastructure Svcs<br />Chris Williams<br />Field Support Manager<br /> Claudia Ascencio<br />Field Support Manager<br />Felicia Rella<br />Helpdesk Manager<br />Jorge Palacios<br />Field Support Manager<br />[Open]<br />Field Support Manager<br />[Open]<br />Appl’ns Support Specialist<br />[Open]<br />Appl’ns Support Specialist <br />Dennis Candelaria, Jr.<br />SVP – Marketing<br />Hank Boggio<br />Appl’ns Support Specialist<br />Anthony Marro (c)<br />Appl’ns Support Specialist<br />Christopher Phillips (c)<br />Mktg Communications Mgr<br />Valerie Moravek<br />Writer<br />Craig Abramson<br />Telemarketer<br />[Open]<br />Telemarketer<br />Erin Koza<br />Weekend Operator<br />[Open]<br />Appl’ns Support Specialist<br />Victor Akinola<br />Helpdesk Technical Coordinator<br />Michael Phillips<br />Network Engineer<br />Darren Love<br />Jr. Network Engineer<br />[Open]<br />
    13. 13. What Am I Competing With?<br />High-value, high-profile projects typically:<br /> Automate manual business processes<br /> Effect revenue generating functions<br /> Have visibility with senior executives<br /> Align with stated strategic corporate initiatives<br />
    14. 14. How Do I Compete for Focus/Funding?<br />Large scale isn’t the litmus test<br /> Swift implementation<br /> Incremental success<br /> Scalable platform for growth<br /> Minimal drain on organizational resources<br />
    15. 15. I Have My Approvals – What’s Next?<br />Checklist for success:<br />Have I properly defined the scope of my project?<br /> Do my “clients” agree?<br />Have I planned for project creep?<br /> When do I cut off the “requirements” list?<br />How will I measure my ROI?<br />Have I set milestones to measure success?<br />Should I tackle historical documents?<br /> At what point do I reach the point of diminishing returns?<br />How do I implement – in-source v. out-source?<br />
    16. 16. Which Technology Solution Fits Best?<br />Scanning<br />Available<br />Scanning Paperless<br />On-Demand Scanning<br />Document management system<br />Full process automation<br />
    17. 17. What Do I Need to Know if I Want to Tackle This Myself?<br />Key considerations:<br /> Software<br />Document capture, OCR, image viewing<br /> Hardware<br />Scanners, servers, monitors<br /> Staff<br />Document prep, reassembly, scanning, indexing, QA<br /> Management<br />Finance, IT, project ownership & implementation, training<br />
    18. 18. What Do I Need to Know if I Want to Outsource the Solution?<br />Key considerations:<br />Selecting a vendor partner<br />Completeness of offering<br />Areas of expertise<br />Flexibility<br />References<br />Management<br />Participate in vendor evaluation, contract negotiation<br />Define acceptable SLAs<br />Support implementation<br />
    19. 19. In-Sourced Solutions<br /><ul><li> Control
    20. 20. Confidentiality
    21. 21. Fixed cost model
    22. 22. Total cost of ownership</li></ul>Out-Sourced Solutions<br /><ul><li> Contract-defined SLAs
    23. 23. Regulatory compliance
    24. 24. Variable cost model
    25. 25. Total cost of ownership</li></ul>Things to Consider<br />
    26. 26. Is 100% Paperless the Goal?<br />What does this mean to you?<br />If so, how do you get there?<br />Manage from paper  paperless<br />Don’t get rid of ALL the paper<br />Migrate to paperless on-demand<br />The key to success is to maximize the value of your spend<br /> 92% of all documents are inactive<br />It pays to spend $$$ on the 8%<br />
    27. 27. Andy Koval<br />akoval@archivesystems.com<br />973-287-1331<br />Questions?<br />

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