The document discusses the challenges and strategies for transitioning organizations to a paperless environment, highlighting the significant costs associated with paper usage and the benefits of going paperless. It emphasizes the importance of defining success, identifying key departments, and considering various technology solutions for document management. Additionally, it advises on implementation approaches, whether in-house or outsourced, and stresses the need for careful planning and consensus among stakeholders.

1. Going Paperless Is Easy - Getting Started Is HardAndy KovalEVP and Founder, Archive Systems, Inc.

2. OverviewHow paperless are we?How do you define success?How do you overcome the challenges of implementing change?Which paperless solutions make sense for you?Is 100% paperless the goal?

3. Source: www. AIIM.org/8 things ‘8 Reasons You Need a Strategy for Managing Information – Before It’s Too LateHow Paperless are We?There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per yearFor 56% of organizations, the volume of paper records is increasingThe average office worker uses 10,000 sheets of copy paper each year and wastes about 1,410 of these pages 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

4. Does Your Work Environment Look Like This?

5. Why Shouldn’t It Look Like This?

6. Eliminate paper and… • Increase the speed of business • Reduce costs • Reduce errors • Increase service levelsHow Do You Define Success?

7. How Do You Define Success?Be specific!By going paperless in my department we expect to:Increase service levels by n%Achieve ROI of n%Eliminate n% of my operating overhead

8. How Do You Define Success?How my “clients” adapt to change (culture)Look within your organization to identify…Which department(s) are the most paper intensiveThe approach (all or nothing)The deployment model - build it, buy it or rent it

9. Board of DirectorsPresident - CEORick KushelSVP – CFOMike MeleEVP – COOMitch KovalSVP – Software EngineeringS. ShastryEVP – Sales & MktngAndy KovalVP – ControllerJoe MaurerSVP – OperationsBJ JohnsonVP ApplicationsCharles LambertaSales Admin[Open]A/R & Office AdministrationGlenna HellerA/P & Billing AdministrationMarianne DanielsDir. Ops – PhoenixRob BlumerVP – Product SalesDave CraigSenior Programmer / AnalystAkhtar HussainSenior Programmer / AnalystAna SorceHR DirectorElene’ CostanDir. – Conversion ServicesMike ThompsonSalesRob NicolosiSalesJames WrightTeam Lead / ProgrammerMike UzatmaciyanProgrammer/AnalystSubi JosephHR AssistantDanna YanceyExecutive AssistantMae GorresDir. – QCRandy SandersSalesLori Howard SalesGeorge StemetzkiProgrammer/Analyst Damien BradleyProject Manager[Open]Dir. – Record Ctr OpsMaurice EbanksSalesAnthony Citera Programmer/AnalystYousuf Kassem (c)Sr. Programmer/AnalystSergey Sunko (c)SalesSam HortonDir. - Customer Svc Amy PolskyProgrammer/Analyst[Open]Sales[Open]Sales[Open]Sr. Programmer/AnalystRob Horan (c)Cust Development Mgr – HCGil HernandezJr. Programmer/AnalystAvo MeguerditchianSales[Open]Sales[Open]Programmer/Analyst[Open]Cust Development Mgr – HCJeri ShappyProgrammer/Analyst[Open]Cust Development Mgr - CITSteve HainebachVP -Cust Dev’t, Aspen 360Heath BlountVP–DPOS & Dbase Svcs[Open]Sales Manager- RMDave GrazianoDbase Operations Mgr.Alex UrosovJr. Dbase AdministratorRaquel TorresRM Sales (Phx)Ruth Lebeda RM Sales (Phx)[Open]RM SalesJack DelaneyRM SalesMark KendallJr. Dbase Administrator[Open]RM Sales[Open]SQL Developer[Open]VP Strategic Solution Delivery[Open]VP–Process AutomationRob DeVincentAppln’s Architecture & Prog’g[Open]Sr Programmer/AnalystDarwin TorresAutomation ManagerAnthony GiardinaProject ManagerElizabeth GiardinaDir – Infrastructure SvcsChris WilliamsField Support Manager Claudia AscencioField Support ManagerFelicia RellaHelpdesk ManagerJorge PalaciosField Support Manager[Open]Field Support Manager[Open]Appl’ns Support Specialist[Open]Appl’ns Support SpecialistDennis Candelaria, Jr.SVP – MarketingHank BoggioAppl’ns Support SpecialistAnthony Marro (c)Appl’ns Support SpecialistChristopher Phillips (c)Mktg Communications MgrValerie MoravekWriterCraig AbramsonTelemarketer[Open]TelemarketerErin KozaWeekend Operator[Open]Appl’ns Support SpecialistVictor AkinolaHelpdesk Technical CoordinatorMichael PhillipsNetwork EngineerDarren LoveJr. Network Engineer[Open] Identify key constituents

10. Get consensus on target initiative

11. Confirm project(s) can be fundedOvercome the Challenges of Implementing Change

12. Overcome the Challenges of Implementing ChangeWhere large scale projects typically originate: Business Units A/P HR Legal, etc. IT / IS Senior Management Records ManagementBoard of DirectorsPresident - CEORick KushelSVP – CFOMike MeleEVP – COOMitch KovalSVP – Software EngineeringS. ShastryEVP – Sales & MktngAndy KovalVP – ControllerJoe MaurerSVP – OperationsBJ JohnsonVP ApplicationsCharles LambertaSales Admin[Open]A/R & Office AdministrationGlenna HellerA/P & Billing AdministrationMarianne DanielsDir. Ops – PhoenixRob BlumerVP – Product SalesDave CraigSenior Programmer / AnalystAkhtar HussainSenior Programmer / AnalystAna SorceHR DirectorElene’ CostanDir. – Conversion ServicesMike ThompsonSalesRob NicolosiSalesJames WrightTeam Lead / ProgrammerMike UzatmaciyanProgrammer/AnalystSubi JosephHR AssistantDanna YanceyExecutive AssistantMae GorresDir. – QCRandy SandersSalesLori Howard SalesGeorge StemetzkiProgrammer/Analyst Damien BradleyProject Manager[Open]Dir. – Record Ctr OpsMaurice EbanksSalesAnthony Citera Programmer/AnalystYousuf Kassem (c)Sr. Programmer/AnalystSergey Sunko (c)SalesSam HortonDir. - Customer Svc Amy PolskyProgrammer/Analyst[Open]Sales[Open]Sales[Open]Sr. Programmer/AnalystRob Horan (c)Cust Development Mgr – HCGil HernandezJr. Programmer/AnalystAvo MeguerditchianSales[Open]Sales[Open]Programmer/Analyst[Open]Cust Development Mgr – HCJeri ShappyProgrammer/Analyst[Open]Cust Development Mgr - CITSteve HainebachVP -Cust Dev’t, Aspen 360Heath BlountVP–DPOS & Dbase Svcs[Open]Sales Manager- RMDave GrazianoDbase Operations Mgr.Alex UrosovJr. Dbase AdministratorRaquel TorresRM Sales (Phx)Ruth Lebeda RM Sales (Phx)[Open]RM SalesJack DelaneyRM SalesMark KendallJr. Dbase Administrator[Open]RM Sales[Open]SQL Developer[Open]VP Strategic Solution Delivery[Open]VP–Process AutomationRob DeVincentAppln’s Architecture & Prog’g[Open]Sr Programmer/AnalystDarwin TorresAutomation ManagerAnthony GiardinaProject ManagerElizabeth GiardinaDir – Infrastructure SvcsChris WilliamsField Support Manager Claudia AscencioField Support ManagerFelicia RellaHelpdesk ManagerJorge PalaciosField Support Manager[Open]Field Support Manager[Open]Appl’ns Support Specialist[Open]Appl’ns Support Specialist Dennis Candelaria, Jr.SVP – MarketingHank BoggioAppl’ns Support SpecialistAnthony Marro (c)Appl’ns Support SpecialistChristopher Phillips (c)Mktg Communications MgrValerie MoravekWriterCraig AbramsonTelemarketer[Open]TelemarketerErin KozaWeekend Operator[Open]Appl’ns Support SpecialistVictor AkinolaHelpdesk Technical CoordinatorMichael PhillipsNetwork EngineerDarren LoveJr. Network Engineer[Open]

13. What Am I Competing With?High-value, high-profile projects typically: Automate manual business processes Effect revenue generating functions Have visibility with senior executives Align with stated strategic corporate initiatives

14. How Do I Compete for Focus/Funding?Large scale isn’t the litmus test Swift implementation Incremental success Scalable platform for growth Minimal drain on organizational resources

15. I Have My Approvals – What’s Next?Checklist for success:Have I properly defined the scope of my project? Do my “clients” agree?Have I planned for project creep? When do I cut off the “requirements” list?How will I measure my ROI?Have I set milestones to measure success?Should I tackle historical documents? At what point do I reach the point of diminishing returns?How do I implement – in-source v. out-source?

16. Which Technology Solution Fits Best?ScanningAvailableScanning PaperlessOn-Demand ScanningDocument management systemFull process automation

17. What Do I Need to Know if I Want to Tackle This Myself?Key considerations: SoftwareDocument capture, OCR, image viewing HardwareScanners, servers, monitors StaffDocument prep, reassembly, scanning, indexing, QA ManagementFinance, IT, project ownership & implementation, training

18. What Do I Need to Know if I Want to Outsource the Solution?Key considerations:Selecting a vendor partnerCompleteness of offeringAreas of expertiseFlexibilityReferencesManagementParticipate in vendor evaluation, contract negotiationDefine acceptable SLAsSupport implementation

19. In-Sourced Solutions Control