Whenever a business decides to move toward a paperless office, senior staff members have to create a plan that works best for everyone within the organization. Through the support of IT professionals, they can help streamline this transition and make it as smooth as possible. These changes cannot happen overnight, but with patience, all workers will be able to reap the benefits.
This similar scenario occurred in Polk County Iowa, where court officials have been working on switching from paper records to the state's central electronic document management system.
Before Polk County joined the network, about 35 out of the state's 99 counties used this setup, incorporating about 40 percent of the state's court documents. Being electronically available, attorneys, plaintiffs and judges are able to access these documents without the hassle of asking a court clerk.
Similar to other organizations, Polk County feared the glitches that could occur from using the software, but Polk County Clerk of Courts Randy Osborn told the Des Moines Register that it was important to trust the IT professionals.
"[Information technology] people constantly [have to] monitor when this happens and they're able to allocate more storage space immediately," Osborn said.
Since the transition began in January, the courts implemented civil court and small claims and family law paperwork into the system's database. By October, Polk County completed the transition by adding criminal cases. Along with the installation of eight computers in the local courthouse, citizens can look up information immediately.
"Long-term going forward there's going to be some great benefits for our office and for the citizenry of Polk County also," Osborn added.
The transition took some time, but it worked out for many parties, who will be able to increase work efficiency.