New Year’s Resolutions for Document Management
Make Managing Your Documents a Priority in 2017
2017 is almost here. Sure, you could make the usual resolutions to eat less, work out more, and reconnect with long-lost relatives. You might even stick to your resolutions. But let’s face it: the resolutions you usually make for yourself are rarely realistic.
Making a New Year’s resolution for business, however, is much more attainable. Plus, it’s a great time to start thinking about your business goals for the coming year.
Take document management. It might be an initiative that your organization keeps putting off, year after year. But it’s an essential initiative to actually relieving the daily stresses of business processes. You know what we’re talking about: the paper piled up on your desk, departmental inefficiencies, and wasteful system reports.
It’s time to make your New Year’s resolutions for document management.
Resolution #1: Finally Get Rid of the Paper
We know what you’re thinking—easier said than done.
The truth of the matter is, it’s really not that hard to get rid of the paper. And getting rid of the paper can have a huge impact on your organization’s productivity.
All you need to do to get started is create a plan for how to handle paper documents as they arrive and what to do with your existing paper documents.
The best place to start removing the paper is with new and incoming documents. Most documents are created electronically, so there’s no need for them to ever enter paper form. Some documents do still arrive at your organization in the dreaded paper form. But what if there was an easy way to electronically capture every piece of paper as it’s received? Luckily, there is an easy way—a document management system.
Next, make a plan for eliminating paper from your existing document processes. Scanning documents and storing them digitally renders your filing cabinets useless and paper files unnecessary. And a document management system makes capturing those documents easy.
Plus, when documents are stored electronically, they are much easier to find. You can search by purchase order, vendor number, or invoice instead of riffling through a manila folder.
Make your New Year’s resolution to finally get rid of the paper and store documents digitally.
Resolution #2: Start Small, Think Big
Rome wasn’t built in a day, and universal document management won’t be either. So make your resolution to start in one area of your business and plan for expanding document management to other departments.
Accounts payable (AP) departments are often a natural starting point for document management. Many AP departments follow paper-intensive processes for handling purchase orders, requisitions, receipts, invoices, and payments.
In practice, this means that invoices are stacked up waiting to be processed and paid. When the invoice is finally ready to be routed for approval, the process often grinds to a halt. There’s very little visibility over a paper-based routing process. An invoice might be lost on a desk or simply forgotten about for days and weeks. Instead of spending your time processing and paying an invoice, you’ll be spending it chasing the invoice down and nagging the reviewers you’re still waiting on. And you still might not pay that invoice on time.
Make your New Year’s resolution to start with one department and let document management spread organically through your organization.
Resolution #3: Reduce Your Reporting Footprint
Reporting processes tend to leave giant footprints on your organization. By making a resolution to change your reporting processes, you can reduce your footprint and find serious savings.
Consider managing system reports online, which is another easy way to get started with document management. Too often, these reports are printed and passed along in paper form. That’s simply not necessary in today’s digital age.
Instead of printing daily, weekly, monthly, quarterly, or year-end reports, why not generate those reports electronically? With a document management system, you can securely publish reports online. Those who need to see the report will be able to view it securely from anywhere. No one will be able to see information they are not privy to.
By creating and filing a single copy of a report or document, you’ll:
- Eliminate printing expenses (paper, toner, etc.)
- Eliminate shipping expenses (postage, etc.)
- Provide immediate access to crucial reports
- Make IT happy by reducing the storage footprint on your mail server
Make your New Year’s resolution to change how your organization handles regular system reports.
Document management doesn’t need to be scary or complicated. Make a plan to stick to your New Year’s resolutions for business in 2017 and get help along the way.
Schedule a consultation with the HelpSystems document management experts to talk about your processes and how you can be more efficient.