Contributed Post By: Dan Orso – Product Manager at DynaFile
To many companies, the idea of a paperless office seems like an appealing yet distant dream. With filing cabinets overflowing and manila file folders stacked through the roof, the process of digitizing all of that paperwork can truly seem like a daunting task. However, with a phased approach, the transition to a paperless office can be smooth and painless.
Patience! These things take time.
The road to the truly paperless office does not have to be a long one, but let’s face it – it will most likely take your business some time to reach your destination. The reason no longer rests on inefficiencies in imaging technology or the need for inked signatures. The reason is simple; even if your company goes totally digital, until all of the companies that you work with do the same, you will still need to deal with paper. The important thing is to focus on treading towards reducing paper internally while ensuring you can effectively deal with that inevitable paperwork coming in from clients, vendors, etc.
So, teach me, Paperless Guru.
The solution lies with a hybrid document management system. Scan-to-cloud systems like DynaFile provide barcode and text recognition features that can be used to file documents automatically as they are scanned into the system. Once in the system, users can modify, manipulate and markup pages as they would with paper documents. Since so much paperwork is generated because something needs to be filled out or signed, we always recommend that our customers get set up with DocuSign right away. One of the first things companies will use DynaFile for is managing contracts and forms. Our clients immediately realize the benefits of a paperless system when they start replacing ink with electronic signatures. The time and cost savings speak for themselves in real dollars and cents.
Ease into it – one step at a time.
One of the most common issues we come across when speaking with a new client is that they just don’t know where or how to start. If you have a lot of back files it can be intimidating! Generally, we recommend that companies begin converting their current and most recent documents to digital first. This way they can get the hang of the paperless system by using it for real business right away. Older files and archived records can then be added to the system gradually as schedules allow and the pressure of getting everything into the system is greatly diminished.
Getting started with paperless systems.
Once you’re up and running, it’s important to begin taking full advantage of the benefits paperless systems can offer. Many times, the first documents we notice getting the most action in the system are contracts, forms and sales agreements. Just by going paperless with these types of documents alone, businesses can easily reduce paper by 75% or more. A lot of our customers will start to use scanned documents with DocuSign form overlays added to reduce this paperwork and speed up processing. They love the ability to send documents directly from their online filing cabinet to the signatory; have them filled out, signed and stored back in the system in a matter of minutes.
The future of the paperless office.
As more and more companies make the move to paperless, the business world is becoming increasingly mobile. As much as we may like to leave all of our work at our desk, our workday doesn’t always end when we step out of the office. These days, smartphone owners are increasingly using their devices to get work done on the go and software companies are keeping up by developing applications that bring a whole new meaning to “working remotely.” DocuSign knows how important it is to make getting forms completed and documents signed as easy as possible – and their mobile application proves it. Our customers love being able to review and sign documents from anywhere at any time. As the paperless office transforms to the mobile office you can be sure that electronic signatures will soon outnumber inked ones and that DynaFile and DocuSign will be there to help your business continue closing deals as quickly as possible.