Though there are many successful paperless office stories out there, many businesses have yet to implement these systems. Within an organization, it is likely that the finance or human resources departments are using these programs, but it may take years before an organization has an entirely electronic database.
The potential to increase work productivity is there, but HarborPoint owner Don Lueders told AIIM that oftentimes, staff members are holding tightly onto paper records, acting as if electronic alternatives "haven't really changed [work processes] all that much."
However, this is far from true because years worth of records can now be readily available from searching a few document-specific keywords instead of going through folders. Keep in mind that the only way these files are going to make it into the system is if they are periodically input by the records manager.
Just like any document repository system, it must be maintained and updated. Too many times a business owner will blame the application for not meeting their management needs, but the database cannot do all the work on its own. Transitioning takes time, but the effort has to be consistent. Without it, many of us are stuck with "absurd volumes of content" and less space to put it.
Businesses that want to maximize the amount of tasks that are completed in a given day should look into electronic document management systems. A document management provider can help with the transition with this change and recommend specific software that meets your business' needs.
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