Office without papers, myths and realities.

Myth number 1: I will need dedicated IT staff to maintain EDMS (Electronic Document Management System) Reality: It’s a matter of the past. Modern software applications can be simple to install and easy to maintain. Today, document management software is designed on a task-based model. That means software developers have put you in the position to learn what organizations want from such a solution. This process results in a personalized document management solution that can be deployed and managed easily without requiring technical knowledge.

Myth number 2: Employees will resist migration to electronic documents Reality: Employees will certainly be cautious at first, because they are familiar with the ‘paper’ system. But shortly, when they find that they can find a document in seconds, they will become interested in the new system. Electronic document management systems make business processes more structured, simpler and more efficient. Employees will no longer be concerned about paper bureaucracy, focusing on quality and results.

Myth number 3: Management of Electronic documents is less secure than paper-based processes. Reality: Document access control on paper is only possible by limiting access to archive chambers. How many boxes or cabinets do you want to unlock one day if you need to access fifteen documents? Moreover, almost every time a paper is taken over, it will have to be rearhivated and the space in which it is locked. As long as the cabinet is unlocked or open, all files and documents are accessible to others. Document management software replaces this heavy and uncertain process with document-level access, using passwords, document encryption, role-based assignment for users, etc. This ensures that documents, files, and the entire document management system will be secured against unauthorized access and use.

Myth No. 4: Investment depreciation can only be done in the long run Reality: As paper-based processes go from digital processes, gains in time and efficiency can be quantified immediately. In addition, the need for paper and related supplies (cabinets, storage spaces, etc.) will decrease significantly. This will lead to cost reductions. Although the implementation of a document management system means an initial investment in document scanning and in document management software, the investment is covered within a few months.

Myth No. 5: Paper usage must be completely eliminated to reach a paperless office Reality: Switching to a paperless office is always gradual. Undoubtedly, reducing paper consumption is one of the stages on the road to reaching a paperless office, but higher gains are achieved through electronic document management and process automation. There will always be some documents that are required by law to be on paper. Electronic document management helps to reduce paper consumption significantly, so paper that must be kept on paper does not involve too much effort. Now that these myths have been scattered, here are five steps to get to a paperless office: Determines the amount of paper documents in the archive Study the company’s workflows Invests and implements document management software according to these flows Creates electronic archive by scanning documents Organizes documents to make them easy to access and develops workflows to speed up business processes.