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Paperless Best Practices 2014
This document discusses best practices for going paperless in an organization. It outlines the benefits of digitizing paper documents such as saving space and making documents accessible remotely. It provides details on developing a paperless plan including establishing objectives, assigning responsibilities and setting due dates. The document also discusses policies, hardware, software, storage, and training considerations for a successful paperless initiative.
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Paperless Best Practices 2014
- 1. Page 0©2008 ClarkNuber. 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 PaperlessProject • 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 Streamlineoperations Build morale Inventory by department Customer facing processes Use a graphical mapping tool
- 10. Page 9 Hardware • Multipurposecopiers • Scanners • Dual monitors • Faxing • File storage • Database storage • Backup, synchronization • Cloud
- 11. Page 10 Scanners • Multipurposecopiers – 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