World Paper Free Day 2013. On October 24th, 2013 celebrate worker productivity, cost savings, customer service and engagement, and risk reduction through the adoption of a paperless workplace.
2. The Less Paper Journey
Based on a publication by AIIM.org that,
“offers tips, facts and figures to help you
remove the paper logjam from your
business process.”
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3. 49%
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A recent Symantec Whitepaper, State
of Information: Global Results, reveals
that 49% of respondents think that
information is 49% of their
organization’s value.
Don’t you want that
information easy to
locate and share?
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4. Paper is a Space Hog
Filing cabinets take up
space and restrict
delivering the right
information to the right
people at the right
time.
7.5% of all documents are lost
and 3.5% of the remaining
documents will be misfiled.*
In short, 11% of your paperbased information will go
missing.
*As indicated in studies by PricewaterhouseCoopers
5. The Lifeblood of Your Company
Paper based content clogs up processes –
masking workflows, adding physical
delays and limiting flexibility of where
and how the process takes place.
The traditional benefits of capture are;
seriously faster access to your content,
space savings, broad access to all
information, etc. But today, that’s just
baseline productivity.
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74% of respondents
have business
improvement
campaigns that
would benefit
from paper-free
initiatives
6. An ROI Story
A favorite AIIM digitize paper story came
from speaking to a state agency.
They were on the verge of building a new
storage space for paper records and
files. Not only did scanning eliminate
their need for that building, but it
helped clear filing cabinets from their
existing office building. They no longer
had to walk single file down hallways.
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An entire
building, just
for paper.
If that’s not ROI,
I don’t know
what is.
7. Patience is a Virtue?
You want to get the right information to the
right place (person and device) at the
right time to effect a desired action (a
purchase, a decision, sharing knowledge,
collaboration, etc.).
Paper shouldn’t be your delivery method of
choice.
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8. It’s Simple, Really:
Remove Paper, Increase
Effectiveness.
Two-thirds of those adopting
paper-free processes report a
payback within 18 months,
50% see payback in a single
12-month budgeting period.
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On average, driving paper out of the
process improves speed of response to
customers, citizens or staff by a factor of
4.0x. Those with more experience in
paper-free processes report an even
greater speed – up to 4.6x.
On average, driving paper out of the
process improves the productivity of
process staff by 29.7%, rising to 35.4% for
those with more experience.
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10. Capture Strategy: People
Assess organizational readiness:
Is the user community ready for change as capture
impacts process?
Does the user community understand the change related
to capture and the reason behind it?
What type of training will be required?
How will the user community be impacted by these
changes both professionally and personally?
What resistance is expected and how will you address it?
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11. Capture Strategy: Information
Identify information types:
What type of information do you have? (Digitally born,
paper or other physical)
What is the information? Correspondence? Contracts?
Intellectual Property?
Is there a need for this information to be physical? If so,
what are the reasons?
What is the source of the information?
What is the business value of the information?
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12. Capture Strategy: Technology
Technology is a tool, not the complete solution. Assess your
needs and requirements before making a technology
decision.
Questions you want to ask as part of your assessment include:
Will you capture digitally born information directly? (Word, spreadsheets,
presentations, email and social media)
What devices will be required for physical information? (Scanners, digital
copiers and mobile devices)
Who will perform the capture function?
Where will capture occur? (Local, remote, centralized or decentralized)
Will automation be used? (Recognition, workflow and/or systems integration)
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13. Capture Strategy: Process
Know the flow:
What processes are associated with this information and
are they mapped accurately?
How does information enter and exit the process?
At what point in the process should/could this information
be captured and by whom?
Is there an opportunity to move the capture of
information upstream in the process?
What impact will a change in this process have on
adjacent processes?
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14. Capture Strategy: Process
Map and validate current processes, improve process
and then automate where possible.
Changes in capture will impact process and how
employees and customers interact with your
information.
By understanding how information interrelates with
process you can design your processes to be more
streamlined for maximum results.
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15. Don’t Automate a Bad Process
Before attempting to automate
your process you should look
for ways to improve it.
Technology for the sake of
technology does not work and
automating an inherently bad
process will not improve it – in
fact it may enhance the
problem.
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This is where you want to look for
bottlenecks and redundant steps.
Assess if the steps are needed and the
sequence required. Can you break
these into parallel activities that then
reconnect and continue on to the next
phase of your process?
Breaking serial process into parallel steps
significantly streamlines the process and
decreases the overall time it takes to
complete.
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16. Signature Interruptus
42% of processes are
interrupted by the
need to collect a
physical signature.
On average, this adds
3.1 days to most
processes.
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Don’t assume your external auditors
and lawyers distrust digital/electronic
signatures – ask them.
For processes that require a signature,
check regulatory and legal
requirements on the validity of different
signing options. Focus on authenticity,
enforceability and non-refundability.
If you require a “wet” signature just
because you always have, make sure
it’s still necessary (it probably isn’t).
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17. Signature Interruptus
Overall, even
Legal Council are
37% pro and
26% against, with
most line-of-business
and C-levels broadly
in favor.
Physical signatures and
legal admissibility are
given as the biggest
paper-free concerns
amongst staff, with
Legal Council and –
to an extent – Finance
being most resistant
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18. Is That a Scanner in Your Pocket…?
67% consider
mobile technology
to be important or
extremely important
to improving their
business processes.
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19. Scanners Everywhere
Tablets and smartphones can change everything – you can
really enable processes to be completed when people
aren’t at their desk.
This isn’t working at night, but working when you are at an
off-site conference or your bus is stuck in traffic.
The proliferation of cameras on all these mobile devices
offers us an ability to change the scanning paradigm.
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20. Scanners Everywhere
If everyone has a smartphone, why do we need multiple
scanners? Yes, quality and OCR technologies are better
integrated, but you don’t need either for receipts.
Sometimes the image serves as the required evidence.
Mobile capture keeps processes moving. It’s also practical
since it enables periodic process participants to capture
documents without having to provide them equipment.
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21. Why Mobile? The Big Payback
51% of users of mobile capture report a payback period of 18
months or less, with 71% seeing a return within 2 years.
The ability of employees to locally capture and interact with
back-office processes would improve response to customers
by a factor of three, according to 45% of respondents
45% consider that if traveling and remote staff could input
directly to back-office processes, productivity would improve
by a third.
14% consider mobile capture to be a “game changer.”
Overall, 32% would find it very valuable.
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22. We Need a Hero!
You need a champion in the executive
leadership team. Lack of management
initiatives or mandates is the most likely
reason for the prevalence of paper in so
many business processes.
Staff are also to blame, preferring to handle
and file paper – feeling it’s more reliable –
and also driven by the perceived need to
physically sign signatures.
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23. Put Electronic Content, Not Paper, in
Your Processes
Find a relatively risk-free internal process and go
digital from start to finish. Aside from the costs of
paper, toner and other elements, the process and
cost of moving it through an organization can be
considerable, not to mention the amount of time
wasted for action to be taken.
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24. Electronic Content Processes
Think about a review process where a single copy moves in
serial fashion through the process from person to person,
or produce multiple copies for a parallel review followed
by a compilation of edits and another review cycle that
follows.
Using a collaborative workspace allows reviewers to access
the document 24/7 from anywhere in the world
incorporating comments and revisions that are recorded
as updated versions – with the result being a finished
product. All without paper.
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25. Thank you, and have a
productive Paper Free Day
DocLanding
11932 Arbor St, Ste 103
Omaha, NE 68144
402-891-9679
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