Document management help hub
Here you'll find some great tools and resources on how to efficiently store and share your documents
in, around, and outside your office.
Reduce your frustrations (& your paper mountain)
The purpose of a document management system is to help you reduce the amount of paper you consume. By default it also means that you are less reliant on space to store documents, and business information can easily be shared between locations with speed.
You don't have to live with the same frustrations or continue with the same time consuming processes any more. Developing your own system can seem 'all to hard' at first, but once you start, you'll soon see how much time you get back in your day and can then show others how easy it is to embrace this new way of working.
We're very used to being asked about Document Management from our customers. Here's some Q&A that will give you the start you need.
Becoming paperless may seem like a daunting task and you may find yourself questioning how realistic it is for your business. It is certainly not something that is likely to happen overnight but it is achievable and will save you time, space and money in the long run. Fortunately, all multifunction devices are designed to make this process as easy as possible, allowing you to scan your documents straight into a digital format onto your PC or network. All you need is the space to store your digital documents.
The key to making this transition as smooth as possible, is to establish progressive and attainable goals. A few examples:
- Spend one hour every week back-scanning files that are no longer required/closed
- For every new file being scanned, also scan an old/closed one
- Rotate team members, so that everyone shares the load and contributes perhaps a few hours in the month back-scanning just the old or closed files
If your device already has the ability to scan documents and turn them into digital documents, you are well on the way to a paperless office.
While most do, if your device doesn’t have scanning capabilities, you’d be wise to consider purchasing or upgrading your existing device/s to one that can scan. While scanning is a great start, ideally, you also want your documents to become searchable PDF’s when you digitize them. Via the OCR (Optical Character Recognition) process, each character in each document is recognised separately as ít’s transformed into digital format. This gives you the ability to search digitally for key terms, numbers (e.g. company names, invoice numbers), saving you lots of time.
OCR software is usually an ‘add on’ that can be installed on your new device, or added to an existing device at any time you require it.
If you have a scanning device which already has Optical Character Recognition (OCR), then digitising your documents can be achieved just by understanding and utilising the features of your existing device.
If not, you will need to invest in a device which allows you to do more with your documents. This initial outlay will be worth the time, space and money you save in the long run, not to mention the benefits it will have on the environment.
Depending on your business, you may need to also consider investing in document management software. Your managed print provider can determine the most cost effective & productive solution for you. This solution will take your document management to a new level and create workflows that move digital documents through your business exactly the way you need them too – essentially making some of your manual processes obsolete.
Instead of becoming overwhelmed with the paper mountain ahead of you, start today and determine what you want to do with your documents. Draw a line in the sand and prioritise what information you would like to make digital now, and develop a schedule to digitalise the rest over time. Our good habits guide can help you take your first steps towards a paperless office.
Initially it may require some time to develop a plan, set up your device, and get comfortable with the new procedure.
But remember, it’s not just about you. It’s about your entire business and team becoming more productive. There are a few other things you’ll need to consider up front:
- Who else is involved
- Existing habits & mindsets you will ALL need to change
- The flow on effect that changes you make can have on other processes in place
- Maintaining motivation & the cause for change if you hit roadblocks
- Temporary implications on your productivity while you transition to your new document management system
Once you’ve worked through your plan, ironed out any issues and the initial setup is complete, your new process will become routine and save you a significant amount of time and money in the long run.