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1/28/2013 8:00:00 AM Write a Letter to the Editor Write a letter to the Editor

Opinion: Managing Paperless Documents

By Bob Helms

Chairman and CEO

Pegasus TransTech

This Opinion piece appears in the Jan. 28 print edition of Transport Topics. Click here to subscribe today.

The case for going paperless is compelling, but how to get there is not evident. If you’re ready to eliminate the mounds of overwhelming paperwork in your office, you need to select a document-management solution. Or, if you’re already using one but not experiencing the full benefits of automation, it may be time to look for something new.

Electronic workflow improves the flow of information and employee productivity by eliminating manual paper handling — filing, copying and faxing documents. The benefits of that are self-evident.

Converting paper documents to electronic images and automated processes should allow you to quickly eliminate the cost and worry of lost or misplaced documents that could have a negative effect on your billing and payroll functions — not to mention your revenue and profit. A good document management solution will increase your staff’s productivity and accuracy and speed your time-critical business processes.

Electronic images are immediately accessible and integrate easily with other business applications, so a document-management solution improves customer service as well. You quickly access complete and accurate records, reducing response and turnaround time. At the same time, information security is increased.

There’s a wide range of document-management solution options available — both server-based and cloud-based. But how do you choose from them all?

Here are six factors to consider when making the choice to go paperless in your company:

• Implementation: How long does it take to be up and running so your users can scan, index, store, retrieve, route and share documents?

How efficient is the vendor in leading and managing the project?

Ask prospective vendors to describe their process and timetable and then ask them for two or three references from companies that are about your size.

Any operational disruption — and the amount of time it takes before you are up and running — is not only a lost opportunity but also lost efficiencies that you hope to gain by using the software.

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