3 simple ways to unbury your business (and yourself!)

too-much-paper

“Take your jackets off, you’re not going to need them!” said the emcee of the Groundhog Club as he stood with the popular and prominent Punxsutawney Phil this past Groundhog Day.

One of the most beloved rodents here in the US, Phil—by way of either producing a shadow or not on that day—predicts whether we will have six more weeks of winter, or can begin celebrating spring. And guess what? He didn’t see his shadow!

Let the 2016 celebrations for an early spring begin! (Though at the time of this writing it has again plunged into the snowy teens here in in the Northeast.)

Spring cleaning job No. 1: Toss the paper

Nevertheless, one of the greatest things for me about an early spring (other than an earlier golf season) is the idea of “spring cleaning,” both at home and often in the office. In terms of the office, I’m thankful to work at Hyland, Creator of OnBase, and one of Fortune’s top ranked Best Workplaces for Technology.

Highly organized by nature, I recognize the efficiencies we practice, and more importantly, offer to our customers (many of whom begin conversations about improving their businesses by recounting—and often regaling us with—dramatic instances of time lost digging for and figuring out ways to legally retain or permanently remove paper files).

It’s paper at the root of so much waste in terms of time, cost and service implications.

Which makes it kind of unreal that Frederick Wilfrid Lancaster, an information scientist, envisioned the idea of a “paperless office” back in 1978. But here we are, nearly 40 years later, still burdened by hard copies in many of our businesses.

So it’s time to get past the paper. Here are three ways to help reduce paper from your daily routine and better serve those you serve:

  1. Digitize

Whether you have a large backfile of documents or a daily buildup of paper you need to process, the first step to going digital is capturing the information from those physical files. We’ve developed a breadth of solutions for scanning and capture projects of all sizes and complexity that you can implement at your organization.

We also have an Imaging Services division that can perform the capture work for you, for as long as you need us. This service helps customers of all sizes and markets—who may not have the staff, equipment or business plans to do the scanning in-house—easily implement the use of digital document files for their business processes. Whether we are scanning, indexing or even importing your documents into your line of business systems, all tasks are performed by experts using detailed quality control from document pickup to the secure storage or destruction of your original files.

The faster your electronic documents are available to your business system, the sooner your users and business processes will benefit.

  1. Ensure access

So what happens when you eliminate that physical filing cabinet? After all, you’ll still need a place to store the myriad files, and easily access them as needed.

There’s a plethora of document and enterprise information management platforms out there to consider, and it is key to identify a system that meets your needs. Does it offer Cloud options? How is it evaluated by third-party experts?  Will it complement existing systems while being able to expand as a unified information management platform down the road?

Every organization is different and has unique considerations that must be met, but the evaluation of these platforms doesn’t have to be complicated. If you are just getting started, we have the tools that can help you start down the simple path to make an informed decision and implement the right system for your organization’s files.

The trick is to take the time and do the in-depth research necessary to find the right solution – for now and the future.

  1. Automate standard processes

Streamlining your core business operations—like being able to access all of your accounts receivables data and documents from one location—can yield significant savings. Regardless of how or where documents are received (electronic or paper), with capture and automated payment posting, you can immediately recognize improved reconciliation processes.

Better audit controls, efficient alerts for remittance and payer issues and reduced costs for payment posting and denials management are only some of the benefits. Defining the appropriate business rules upfront will allow you to orchestrate the appropriate route for your electronic files, giving you the greatest payoff of saved time. And more accurate processes.

All of these areas that improve our businesses in terms of productive time, money well spent, and attention to excellent service—the happiness of those we serve—mean more time and ability to do what we value for our own happiness. Which to me, largely includes spending time with my family and enjoying the scenic views while perfecting my golf game.

Happy early spring everyone!

Brittney Seitz

Brittney Seitz

Brittney Seitz joined Hyland, creator of OnBase, in June 2015. A Business Development Consultant for Imaging Services and a member of ARMA, she has a diverse background in marketing, market research, sales and operations, with nearly a decade’s experience working for a Fortune 500 company in the records management industry. This, paired with her passion for helping customers of all sizes in a variety of industries allows her to strategically optimize their business processes. When not working toward the “paperless office,” Brittney loves all things CLE, cooking and travel.

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