Paperless office

What is a Paperless Office?

A paperless office has few paper-based procedures but mainly relies on electronic records. Some firms use the phrase "paper light" because many offices and departments cannot eliminate paper files due to procedure or compliance requirements. Paper light aids in the digital transition of a company. This usually includes switching to an electronic document management system that digitizes documents and keeps them central.

According to proponents, a paperless workplace helps improve an office's productivity and efficiency, saves money and makes work procedures more accessible and convenient as digital documents can be transferred between personnel.

5 Steps To A Paperless Office

You can make your office paperless just in following five steps.

1. Discussing the Procedure

Gathering all stakeholders to talk about the process is the first stage. Next, it's important to discuss how things are done with C-level executives, management, and other staff members. C-level executives frequently assume that a business is managed in a certain way, only to discover, midway through a digital transformation, that their employees have been quietly doing something entirely different for years. To ensure the project's success, everyone involved must have a say in what's going on, mapping out exactly how the organization operates (rather than how the board believes it works) so that those procedures can be accurately and successfully digitized.

2. Slow Changes

Attempt to avoid reinventing the wheel. When implementing new technology, the temptation will be to completely overhaul your procedures, changing everything for the sake of efficiency. However, you run the danger of leaving your employees — the people who will be using the new method daily — behind. It's much easier to plan out your existing paper-based procedures and convert them to digital workflows to ensure success. After everyone has become used to the new method of working, tweaks and improvements can be made, but the goal should be a continual improvement: modest changes over time rather than significant changes all at once.

3. Collecting All Data

Following that, you must map out exactly where all of your data is now stored. Is everything in one location? Is it dispersed over several offices? Have some people already begun to go electronic, storing critical data locally on their work computers? All of that information needs to be mapped out to establish a complete plan for migrating it into a system that everyone can use and edit (based on their access levels).

4. Digitalization

All of the files are being digitized. Usually, there are two options. All digitalization can be done in-house, with employees scanning all papers, or it can be outsourced to a third-party firm. Both have advantages and disadvantages. Going the internal approach may save money, but it might cause a lot of disruption because workers will be taken away from their usual jobs for several weeks. Outsourcing will generally cause minor inconvenience, but it will be more expensive upfront ahead of time. Each office must decide which solution is best for them.

5. Data Access

Decide who has access to what data and where they can get it. Once the digitization process is mapped and underway, individual users may be given a login based on their security credentials that will take them to a personalized dashboard with access to all of the workflows they require.

 advantage of a paperless office

Advantages of Having a Paperless Office

According to The Paperless Project, corporations in the United States expend more than $120 billion per year on printed forms alone, the vast majority of which become obsolete in three months and are discarded. Furthermore, office workers spend 30-40% of their time searching existing file cabinets for paperwork. In these types of circumstances, it's better to go paperless. To understand more about a paperless environment, keep reading!

1. Convenient working

The advantages of a paperless office include the simplicity with which documents can be accessed and retrieved. It can benefit you to save a lot of time during the workday.

2. Constant access to data

When you digitize your paper-based operations, your entire team has constant access to the information they need. A file left on someone's desk, a stray note with crucial details, a filing system that only one person understands, which can be a disaster for your company. By becoming paperless, you can avoid a breakdown in vital information sharing. Rather than becoming lost, files may now be accessed from anywhere at any time, giving your employees more accessible access to the information they require.

3. Efficient Work

Any successful firm relies heavily on efficiency. When you reduce the time spent on busy work, your team can devote that time to more important, valuable tasks. Going paperless implies spending less time on clerical tasks and more time on critical duties. Finishing, filing, organizing, and keeping track of paperwork can take up plenty of time; going paperless allows you to expend less time on paperwork.

4. Technological Advancement

Filling out paperwork has also become more accessible because of technological advancements; digitally acquired data can be used to construct rules that generate applications automatically. Validation methods decrease errors and assure complete data in automated systems, allowing you to fill out information not only fast but also reliably. At the same time, the same document can be reproduced, faxed, altered, or mixed.

5. Less Expensive

Your organization will save money on more than just paper when it switches to a paperless office model of operation. Your printer maintenance, ink, toner, shipping, and physical storage costs will reduce as your paper use falls. This is why switching to a paperless system saves businesses an average of $80 per employee. More than only printing and paper expenditures will be kept for your firm. Offices that are becoming more efficient will repurpose your money as well. For example, you pay for your employees' time; the more time they spend performing value-added work rather than manual paperwork, the higher the return on your investment will be.

6. Easy To Manage

Customers also value personalization. Lead generation, up-sell, and retention will be much more effective with a customized campaign that uses relevant KPIs and is tailored to their needs. Compared to sending out broad promos, a tailored email campaign will be easier to manage, evaluate, and optimize.

 

Challenges Of Digitalization

  • You may face some challenges at the beginning of a paperless office, including the difficulty of reading a long document on a computer screen. A long record is simpler to read on paper, and many people prefer reading on writing in general.
  • In a paperless office, security measures must be reinforced. So, it's also necessary to keep track of who has access to what information. There can be legal ramifications to computerized work processing.
  • Existing documents must be converted to digital format, which takes time and sometimes costs a lot of money. Hardware and software upgrades should be done regularly.
  • If a corporation relies primarily on digital data, computer viruses, power outages, network malfunctions, and other events can essentially shut it down.

 

The Bottom Line

As reported in the 2018 State of the Global Paper Industry report, the world's paper consumption has beyond levels that are sustainable. In order to reduce their ecological footprint, cut costs and improve productivity, companies need to keep up with paperless initiatives. This way, they can get better ROIs through scalable and agile solutions. The digitization of data and the transition to a paperless environment are not simple tasks. It takes a lot of effort and time, but the results are well worth it after the job is completed. Companies may instantly reap the benefits of a paperless workplace by implementing proven cloud-based technology, such as workflow automation systems.

 

Try the Software Book a DEMO Request a Quote

The Telemedicine revolution is only just beginning

5 Tips for Better Patient Record Management in the Healthcare Sector

As technology and medical practices advance through the years, it’s natural for the healthcare sector to also adapt its patient management systems accordingly. More than 85% of physicians today use electronic health records (EHR) systems, and the cloud computing market size for healthcare has been estimated to be worth $24.44 billion in 2028. Because of modern technological advances, there’s more patient information than ever, and a greater need for a safe space to store this data in. To help your organization take proactive steps to facilitate this, here are five tips that can help you with patient record management.

Migrate Files to a Secure Digital Database

With the influx of patient data in both paper and digital forms, losing access to any would prove to be disastrous, especially for keeping up with treatments. This is also something the COVID-19 pandemic has taught plenty of organizations, and not just the healthcare industry. It’s advantageous to start migrating files into a central computerized system that’s automated and easily accessed remotely, such as cloud storage. Prioritize backups to ensure all important information is salvageable in case of mishaps. And plan the process carefully for digitizing things such as paperwork and other tangible assets. Seek the help of information technology professionals for a smooth transition.

Leverage Automation to Expedite Processes

Depending on the history and maturity of your healthcare organization, not all documents should be considered records. For instance, rough drafts, duplicates, and incorrect information do not require the same level of management. It would be a waste of time and energy to sift through every document to get the gist of it, so be sure to leverage automation technologies to make the process easier. Some examples of these are keyword scanners or auto-detection that can pinpoint critical information within documents.

Hire Relevant IT Professionals

To ensure that your medical staff and internal IT team won’t have too much of a hard time managing records, you should consider hiring a professional with a background in management information systems for additional support. Individuals like these have practical experience in programming, problem-solving, project management, analytics, and network security that can guide your organization throughout the whole process. You could also find professionals skilled at healthcare data analysis as they’re able to boost the efficiency of healthcare operations by interpreting data from cost reports and health records, among others.

Don't Neglect Data Protection Measures

Surveys have revealed that two-thirds of clients paid attention to the privacy of their personal records, and only about 39% of respondents felt that their data was safe and secure. Medical professionals have a legal and ethical obligation to safeguard patient information and prevent medical errors and data breaches. That said, digitized files tend to be safer as only authorized individuals have access to them. To protect the information stored in the EHR, a triad of security features are often installed, namely administrative safeguards, physical safeguards, and technical safeguards. It is recommended that encryption schemes be implemented on all your latest EHRs.

Train Your Workforce

Finally, develop effective employee training to keep them up-to-date with the latest system changes. It was found that some breaches are actually the result of untrained employees mismanaging sensitive information. Thus, health institutions must train all employees who interact with the EHR during any stage of the data lifecycle. Furthermore, encourage efficient workflow through platforms that foster collaboration within the organization. Tools that are cloud-based like Google Workspace and Drive can centralize document handling and keep everything in one place and everyone on the same page.

Overall, better patient record management calls for technological innovation and sufficient training for all the employees working in the healthcare organization. Remember to rely on reputable software providers and relevant professionals to ensure a seamless transition. Find more information about document control systems here.

For logicaldoc.us
Penned by Elyse Finlee

Shared information's central repository

A Single Point of Access to all of the information

Single data access point for shared informationThere will be a need for a location where project managers, inventory managers, consultants, mergers and acquisitions workers, and others may access common information in the end.

For this, a centralized repository for shared information can be most effective, allowing equitable access to all parties involved.

Using the phrase "shared information," on the other hand, raises important issues like data security and privacy. We want to ensure that the information is accessible only to those we know and trust. We also wish to prevent anyone from attempting to obtain this information in an unfair manner (say, by hacking into the system). Finally, we don't want anything to happen to the data that prevents anyone from ever having access to it (like theft or damage).

The following features are required in a secure system:

  • Safety and Security
  • User Access Controls
  • Collaboration

LogicalDOC is a Safe and Secure application

While the pain of losing a physical copy is understandable, physical copies were never intended to be accessed by several individuals at the same time, especially if they were in separate places. On top of all that, the security of an actual physical copy depends on where it is stored and cannot be relied upon to last for lengthy periods of time. Although the data can be stored virtually on a physical server and accessed from a user's terminal, the entire information supply chain is only as robust as its most vulnerable component. To top it all off, the hardware on these servers is still vulnerable to failure.

LogicalDOC, on the other hand, offers a solution that addresses all of these issues while still being simple for customers to use in the cloud. This allows consumers to join from anywhere in the globe using any web-enabled device. A distant place where your data is backed up many times, just in case.

Even the fastest supercomputer would need billions of years to crack LogicalDOC's 256-bit encryption, which is equivalent to bank-level security. SSL encryption is used for all communications into and out of the system. As a result, you may relax knowing that no one will be able to access that system unless they have received the necessary authorization.

A password policy of your choice may also be implemented throughout the system to ensure that your central repository for shared information has no weak links.

Managing User Access to your shared information Central Repository

There are many stakeholders on your system, and you want to provide them enough access to accomplish their tasks properly without giving them too much access that they wind up somewhere they shouldn't be. Using LogicalDOC's cloud storage, individuals may have access to a variety of material at varied levels of privilege.

If all users could access the information without modifying it, a central repository for shared data would make sense. This means you may set up a folder with all the necessary information in it, then provide read-only access to the folder to the appropriate individuals. Additionally, you have the option of making the folder invisible to other users.

Collaboration

LogicalDOC may be set up such that a team of users collaborates on these folders. Teams must collaborate, which might be difficult if they are distributed. You don't have to be concerned about "how" while using LogicalDOC's platform because it's available from anywhere in the world.

Working together in real time on Word, Excel, and PowerPoint projects feels like you're sitting right next to each other using LogicalDOC's Office Addin for Microsoft Office 365 (separate membership needed). You may work together on a file or a folder in the same way.

Or, you may set it up such that just the person working on it has access to it.

It's a strong solution when used in conjunction with LogicalDOC's sophisticated OCR search, versioning, and audit-trials capabilities. 

Conclusion

A central repository for shared knowledge does not have to be very complicated to use effectively. Centralized work should be as simple as checking in and receiving access without having to worry about accessibility, security, or downtime, no matter what application it is for.

Try out LogicalDOC risk-free for 30 days!

INDUSTRIA 4.0

La Necesidad De Software De Control De Documentos En La Industria Manufacturera

Software de gestión de documentos para la fabricación

El proceso de fabricación es el vínculo de conexión entre el pensamiento creativo y las soluciones implementables. Una persona podría concebir una innovación novedosa de vez en cuando, pero a menos que la invención se fabrique y se ponga en uso, no será más que una idea.

 En resumen, LogicalDOC puede ayudarlo a automatizar todo su piso de producción y también puede permitir que otro personal de piso de producción haga la transición a la era digital. Mediante el uso de LogicalDOC como software de gestión de documentos para la fabricación, puede lograr un taller totalmente sin papel y, al mismo tiempo, garantizar el cumplimiento de los estrictos requisitos de la industria al optimizar y automatizar el proceso de documentación.

Gestión de flujo de trabajo

La forma en que funciona el proceso de fabricación de principio a fin revela que existe un mercado considerable para el control de documentos. LogicalDOC puede ayudarlo a resolver rápidamente sus problemas de documentación. Le permite administrar los procesos al garantizar que todos en la tubería tengan acceso a la información más actualizada sin tener que verificar nada. Esto implica que todos los archivos fuente se han revisado y validado, y que todos los resultados e informes se han actualizado y compartido correctamente.

Para hacerlo, establezca un archivo o carpeta que contenga todos los archivos esenciales y proporcione  acceso a todos los interesados, como abogados y propietarios de procesos. Podemos proporcionar a las personas derechos de solo lectura si los necesitan sin tener que participar directamente en el proceso. También puede asegurar el cumplimiento combinando pistas de auditoría con registros de acceso y libros mayores que rastrean qué usuario accedió a qué archivo y durante cuánto tiempo.

Todo lo que tiene que hacer para preservar la apertura necesaria de todo el proceso es asegurarse de que todas las personas relevantes tengan acceso al archivo, y el resto se hará cargo de sí mismo.

Pueden cargar un archivo en una carpeta y permitir otra ronda de acceso a las mismas partes interesadas para los resultados, donde sea que se almacene un libro mayor. En lugar de tener que gestionar cada etapa por separado, esto hará que todo el proceso sea más fácil y eficiente.

La búsqueda es simple

Para configurar rápidamente un repositorio de documentos seguro y centralizado que administre todos los documentos, incluidos los estándares, los dibujos de los clientes, los procedimientos, etc., necesitará una gran biblioteca de archivos de fácil búsqueda. La búsqueda basada en OCR en LogicalDOC puede ayudarlo a encontrar cualquier archivo que necesite, independientemente de la estructura de carpetas o el desorden. Para determinar qué archivo se solicita, la búsqueda emplea datos, metadatos y material de solo lectura, como texto de un archivo escaneado, de imagen o PDF. Además, puede establecer archivos relacionados, como los relacionados con un proveedor, que llevarán todos los archivos, facturas, pedidos, etc., si solo llama a uno. Solo necesita el contexto de esta manera, y todo lo demás encajará en su lugar.

Control de versiones

LogicalDOC incluso le permite configurar el control de versiones de archivos para que pueda realizar un seguimiento del progreso de un archivo. En lugar de depender de copias de seguridad adicionales, configurar versiones le permitirá volver a una versión anterior si alguien hace una modificación para probar.

Notificaciones

También puede configurar su flujo de trabajo de modo que todas las aprobaciones se envíen a los miembros del equipo por correo electrónico, alertándoles de que es necesario evaluar un documento. Lo mismo se aplica a cualquier permiso escrito que pueda necesitar.

Retención y numeración automáticas

Puede configurar sus archivos para usar cualquier esquema de numeración que desee. Esto puede facilitar mucho la clasificación de una gran cantidad de archivos. Cuando necesite conservar un archivo durante un período de tiempo determinado, como un archivo de origen o un informe, puede utilizar políticas de retención automática  . También puede definir un temporizador de autodestrucción para que el archivo ya no exista después de que se haya tomado el control.

Conclusión

Nunca perderá archivos gracias a la seguridad a nivel de banco y al sistema de eliminación de tres capas. Puede cargar un solo archivo de varios gigabytes (GB) a la vez, lo que le permite administrar cómodamente grandes archivos de origen para la producción. En general, LogicalDOC está diseñado para simplificar digitalmente el proceso de producción.

¡Comience su prueba sin riesgos ahora!

 

6 reasons why good customer information management is essential

6 reasons why good customer information management is essential

A customer relationship management (CRM) system is used by almost all companies. A CRM system may handle data on prospects, sales conversations, and proposals at the start of the customer journey. The system keeps track of information including contacts, contracts, renewal dates, and customer interactions after a prospective buyer becomes a client. When businesses adopt CRM software, they often neglect a critical issue: how to store and organize client documents associated with CRM transactions.

Sound document management techniques must be used in conjunction with effective customer information management. A document management plan is the first and most important step in successfully managing client data and, as a result, improving customer experience.

Why do you need document management software in addition to CRM software for your company?

  1. Much of the critical client information is difficult to obtain without document management. CRM software is designed to deal with structured data such business names and addresses, order numbers, and support problems and their resolution. These data allow you to organize information and keep track of all the actions you've done or are planning to do, but they're useless without a connection to the documentation you've created for these clients. Customer management is effective when data is combined with information from relevant documents like as proposals, contracts, letters, and emails, which give context for the data.

  2. A crucial aspect of the customer experience is the speed with which sales and customer care personnel react to client queries. The quality of the service offered degrades when there is no full history of client data and supporting documentation in a single database. Staff replies may be delayed, and client queries may get partial answers. Follow-up is considerably quicker and more efficient with document management since all authorized team members have access to the information they need at any time. Duplicate data input is also eliminated when your CRM and document management systems are integrated. Information may be input just once and then shared with others.

Learn how to connect LogicalDOC to your CRM.

  1. Customers may communicate with your company via a variety of channels and expect to get the same quality of service whether they contact you through email, a web form, a chatbot, or a mobile device. Customers are irritated by delays caused by unconnected information distributed across different platforms. Consider the last time you called a business and were passed around from department to department before your issue was addressed. Furthermore, information that is dispersed and difficult to locate may indicate security issues within your company.

  2. Poor customer information management is putting a lot of money on the table. On the agenda is information on privacy and security issues. Furthermore, the federal and state governments are stepping into the battle with new customer data privacy rules. Without document management, dealing with these new and frequently contradictory standards is dangerous, if not impossible.
  3. Customers may immediately express their displeasure with your service through social media and industry review sites if they are unhappy with it. Businesses that fail to fulfill consumer expectations are just a tweet or review away from losing their reputation and having a direct effect on their bottom line.

“While we're on the subject of reviews, did you know that LogicalDOC was just named a TOP PERFORMER in its SourceForge category?! The article may be found here.

  1. The amount and diversity of consumer data is growing all the time. According to IDC's estimate, the quantity of data produced between 2020 and 2024 would surpass the amount created in the previous 30 years. When will you start developing a plan to handle this growth if you don't start now?

Integration may be straightforward and pay off handsomely.

DMS CRM integrationA document management solution provides quick access to information straight from your CRM system while adhering to strict data security standards. This is significant because evaluating the whole customer experience, from prospect identification through purchase, fulfillment, and retention, necessitates the availability of essential customer information across processes.

For these procedures, important documents and information must be accessible and available, as well as maintained in a coordinated and organized manner. This is the strong link that document management and CRM integration provides.

LogicalDOC provides a robust SOAP and REST API for integrating document management into your application or a third-party system.

LogicalDOC is free to try, and you can learn how to connect it with your CRM.

 

Suscríbete a nuestro boletín y reciba novedades

LogicalDOC Sistema de gestión de documentos | Software de código abierto

LogicalDOC
via Aldo Moro, 3
Carpi, 41012
Italia

+39 059 597 0906

Póngase en contacto

Oficinas Globales

Nuestras oficinas se encuentran en todo el mundo con los asistentes en varios idiomas para ayudar a resolver sus necesidades de gestión de documentos.

La red de socios asegura una presencia local generalizada para garantizar su inversión.

LogicalDOC en todo el mundo:

China: https://www.logicaldoc.cn
France: https://www.logicaldoc.fr
Germany: https://www.logicaldoc.de
Italy: https://www.logicaldoc.it
Portugal: https://www.logicaldoc.pt
Spain: https://www.logicaldoc.es
USA: https://www.logicaldoc.us

Copyright © 2008-2022 LogicalDOC. All rights reserved.
Privacy policy