Where Has All the Paper Gone?
We are certainly not living in a paperless society but it’s clear there is less paper! Electronic Document Management has been around for 30 years and its effects are being seen in industries and markets across the spectrum. Fortune 500 companies, Defense Contractors, Utilities, Hospitals and Government Agencies have led the way in process engineering to automate paper-based applications. Advances in software applications would not be possible without improved network and processing speed and connectivity.
It has taken years, but computer software and databases are being integrated to allow information to be available electronically available between applications. Computer processing is faster than ever before and directly affects the time it takes to update the screen-time for the end-user. Additionally, high-speed internet and cloud-based access allows people to enjoy the benefits of having vast amounts of information at their fingertips.
Paper will not go away completely unless more organizations implement applications that do not require filling out a form on paper. We have seen a massive movement to use online forms processing applications. In fact, online forms processing is being integrated into practically every electronic document management and document workflow application. Here are a few practical use cases of forms processing and workflows that are being put in place today, and they do really eliminate paper:
- Loan Processing – Applications can be filled out online, supporting documents can be scanned and uploaded, documents can be routed throughout the loan approval process electronically. In many cases files do not have to physically be distributed to each recipient but can be accessed from a central location without creating duplicate electronic copies. The final sign-off can be done via electronic signature.
- Local Government – State and local municipalities are some of the largest generators of paper files. Practically every department requires a permit, application or form for one thing or the other: Building permits, Zoning permits, Plumbing, Electrical, Water, Sewer, the list goes on. Slowly but surely government websites are adding the functionality to submit these forms online, eliminating the need for hardcopy paper forms.
- Human Resources – The amount of paper generated when a company or organization hires a single person typically generates a lot of paper. Automated Human resources applications can streamline the entire on-boarding process by making applications and forms available on-line.
- Order Processing, Travel and Lodging, and Electronic Medical Records have also been making strides in the area of paperless workflow applications.
What good is a document management system if all your documents are on paper?
The implementation of automated processing and electronic document management is a big step in reducing the amount of paper being generated and stored. The term “Day Forward” defines how the new application will allow for a paperless processing environment. The historical files or the “Backfile” is typically paper-based files and records that reside in filing cabinets and shelving units.
These files represent critical information that in many cases are required for retrieval, reference, legal purposes and customer service. No document management system is complete unless the historical “backfile” residing on paper and/or microfilm/microfiche are converted into electronic format.
We Are Here to Help
For further clarification of the cost-savings associated with backfile conversion or for recommendations on an electronic document management software that’s right for you, feel free to contact me directly at 973-249-6666 x101 or mike@smoothsolutions.com.