Paperless Best Practices Guide for Going Paperless
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Paperless Best Practices Guide for Going Paperless
- 1. Page 0©2008 Clark Nuber. All rights reserved Paperless Best Practices March, 2014
- 2. Page 1 Information • Create • Capture • Add value, or repurpose • Publish – private and public • Save securely & highly available • Browse and search
- 3. Page 2 Paper Disadvantages • Space requirements • Expensive to move volumes – $ • Expensive to move sheets – time • Can’t be accessed remotely • Unsearchable
- 4. Page 3 Paperless Initiatives • Faster billing, better collections • Streamline administrative workflow • Recover space from file cabinets • Timing: – Large remodel project – Business is physically moving
- 5. Page 4 The Paperless Project • The Plan • The Process • The Policy • Hardware and Software Tools • Business Process Management • Training • Costs
- 6. Page 5 The Plan • Begin with the end in mind • Clear and concise, state objectives • Establish phases and measurements • Set due dates • Assign responsibilities • Printed on one page and laminated
- 7. Page 6 The Process • Stop printing & copying. No new file cabinets – Inventory processes – Minimal business disruption • Scan new paper. Always use optical character recognition (OCR) • Hardware and software training • Decision to back-scan or not • Browsing, searching, remote access
- 8. Page 7 The Policy • Starts at the top • Build consensus • Training • Hold people accountable • Use paper, don’t save it • Retention limits same as paper • Consistent metadata – tags
- 9. Page 8 Business Process Management Streamline operations Build morale Inventory by department Customer facing processes Use a graphical mapping tool
- 10. Page 9 Hardware • Multipurpose copiers • Scanners • Dual monitors • Faxing • File storage • Database storage • Backup, synchronization • Cloud
- 11. Page 10 Scanners • Multipurpose copiers – Black and white – Konica Minolta – Color – Zerox • Workgroup – Fujitsu N1800 - $1,400 • Desktop – Fujitsu ScanSnap IX500 - $400 • Portable – Fujitsu ScanSnap S1300i - $250
- 12. Page 11 Storage - Hardware • File servers – virtual, SATA drives • High availability – Equalogic synchronized boxes • Backup – DataDomain – Disk to Disk (no tape) – Cloud synchronization
- 13. Page 12 Storage - Software Document management system • Record retention policy • Better searching • File can be in 2 “places” at once • Consistent metadata – tags • Remote access
- 14. Page 13 Storage - Software File Synchronization • Dropbox • Box • Egnyte • ShareFile • Microsoft OneDrive • Google Drive • SugarSync
- 15. Page 14 Software • Intranet – SharePoint • Portals - ShareFile • Electronic signatures – DocuSign • PDF Conversion – Nuance PDF Converter • Server OCR – Kofax • Microsoft OneNote
- 16. Page 15 Software • Xero – Better choice than QuickBooks • Bill.com – Accounts Payable • Concur – A/P, Expense • Kwik Tag – A/P, Dynamics integration • Nexonia – Expenses
- 17. Page 16 Adobe Acrobat • Created – “Print to Acrobat” • Scanner format (OCR) • Bookmarks • Annotations • Page management • Security – password to open not edit
- 18. Page 17 Document Management Systems • Microsoft SharePoint • Interwoven • Filenet • Cabinet • ShareFile • Windows Explorer
- 19. Page 18 • Slideshare.net/peterhenley • phenley@clarknuber.com • 425-635-7426