We were recently contacted by a business owner looking to streamline their company’s workflows by digitizing many of their paper-heavy functions. This is an increasingly common question as budgets tighten and more and more businesses look for a cost-effective way to digitize their operations.
Because of this, I wanted to answer these questions here to help others better understand how a robust Enterprise Content Management (ECM) solution can meet compliance requirements and allow organizations to digitize documents and automatically convert them into a secure, Cloud-based format.
1. Can we digitize old records per state schedules?
Many governmental entities have records that are decades old that need to be retained. Some agencies have entire storage facilities dedicated to housing archived documents. Digitizing all that data will not only save space and the costs to house it, but will streamline access. Of course, we understand that the process of scanning and digitizing all that data can also seem overwhelming.
We have helped clients such as the Green Bay Area School District digitize 80 years of student records. Using Laserfiche software to automate the process, the school district was able to scan student records so they were automatically indexed and filed according to department requirements, with no staff data entry required. Once stored, any files can have retention records applied to meet organization or regulatory requirements.
2. Can we create a paperless accounts payable function?
Accounts payable (A/P) notoriously uses a lot of paper. Automation, however, can help every department run more efficiently. Whether creating a purchase order, issuing checks or providing receipts, every interaction and function can be paperless. Automated workflows can be integrated with a service such as Docu-Sign so that departmental purchases, deposits and payments can be authorized with digital signatures. These streamlined functions mean quicker approvals for purchase orders and invoices, and electronic workflows mean fewer manual processes, allowing users to easily find the documents they need.
We’ve helped many industries — from food manufacturing to stone production, and everything in between — automate the processing of invoices. Our clients reduce the cost per transaction by having software “read” data off documents in order to index and file, and to initiate the process workflows. The result is immediate handling with less staff while ensuring complete adherence to company policies. Further savings are realized by having data from approved invoices automatically pushed into client financial applications, thus eliminating manual data entry.
3. Is there a paperless HR onboarding option?
Though many organizations use online applications and even automated review and hiring, their processes almost always grind to a halt once a person is hired. Yet, those first few days of a new hire’s experience with a company are formidable in regard to his or her satisfaction and attitude toward the company moving forward.
Onboarding requires multiple players and actions in a short period of time, and doing so with manual, paper-based processes is a challenge. We use Laserfiche Forms and Workflow to simplify and streamline the process, providing both visibility to management and adherence to company policies. New hires can initiate the paperwork from home and tasks can move in parallel, with the software monitoring for timeliness. Once again… Smarter. Faster. Better.
4. Can ECM help with paperless HR open enrollment?
Laserfiche Forms provide an open enrollment process that is not only paperless from end to end but insures both timeliness and adherence to policies. Forms use access to client database information so that known information is prefilled into set fields, meaning employees won’t be required to type in information they’ve already provided to the company. While these functions are convenient, improve efficiencies and can save a few minutes per employee, the cumulative savings in labor alone over an entire workforce can be significant over time. Additionally, managing employee files with ECM helps ensure compliance with I-9 regulations and other requirements to avoid costly fines.
5. How do we ensure document security?
A natural concern for many considering digital storage of their documents is keeping that information safe from potential cyber threats. Truth is, there are greater risks of data loss, tampering or mismanagement with paper documents than those in digital format. A single event, such as a fire, burst water main or malicious tampering could permanently destroy an entire archive.
While there are risks to consider when storing data digitally, a robust ECM offers many layers of security with authorized use access settings and Cloud-based backup systems. Controls can be implemented to prevent unauthorized alteration or deletion of any document. And document history is recorded, providing information on who accessed what for auditing purposes.
One of the greatest considerations when implementing an ECM solution is making sure you work with a provider that offers dynamic ECM software and is experienced in implementing it in a variety of applications. Want to learn more about ECM and how it can transform your processes and streamline workflows? Reach out to the experts at the Gordon Flesch Company today for a no-cost, no-obligation consultation.