Go Paperless Washington, DC
Go paperless in Washington, DC. Going paperless is becoming more and more appealing to Washington, DC businesses. Eight out of 10 small to medium size businesses want to cut paper out of their internal processes. By moving on from paper, you'll save on a variety of costs, will make life easier for your clients, and improve your office workers' productivity. HITS has been helping Washington, DC organizations improve their workflows for over 25 years. Call HITS today at 314-837-4000 or contact us online for a free quote and find out more about what we can do for you.
Go Paperless in Washington, DC: Stats to Know
The true cost of paper storage might surprise you:
- About 7.5 percent of paper documents go missing; 3 percent are misfiled
- On average, categorizing a paper document costs $20, finding a missing documents costs $120, and recreating a missing document costs $220
- Employees spend 5-15 percent of their day reviewing documents, but half their day looking for the document
- Three-quarters of the cost associated with paper storage is spent on salaries; the other quarter on cabinets, copiers, toner, etc...
- Problems related to document management make up 20 percent loss in productivity, or two working months per year
Given the above, it's easy to see why more and more Washington, DC organizations are choosing to go paperless in order to be more cost-effective and enhance their workflows.
8 Advantages of A Paperless Office in Washington, DC
Going paperless can do wonders for your company and those you work with inside and outside your company. The top 8 benefits most of our clients experience when they go paperless in Washington, DC include:
- Save space — Studies show that going paperless and decluttering an office can boost productivity by up to 20%.
- Save time — Your employees won't be bogged down digging through cabinets instead of performing the core tasks of their job.
- Save money — A commercial copier can be as much as $15,000, not including the cost of maintaining it or fixing any issues. By going paperless, you won't spend any money on expenses like paper and ink, and your employees will have less down time while on the clock.
- More productivity — Uncluttered offices not only boost creativity, but digital files will lead to better collaboration and organization, as documents are easier to find and share, even when employees are not in the same place.
- Increase security — All organizations have sensitive information, either about their internal processes or their clients. By going paperless, someone will need digital authorization, instead of just physical access to the paper. Digital documents are also safer if the unexpected happens, such as a natural disaster.
- Increase compliance — Customer trust and compliance with federal requirements, such as HIPPA and SOX requirements, are vital for many Washington, DC organizations. With increased security your private records will be easier to control.
- Make a mobile workforce possible — Many office workers prefer to work away from the office because they feel like they can focus more, do not have to deal with a twice-daily commute, and generally enjoy being home more than being at the office. Employers get the benefit of less expenses on office supplies, they can hire from a bigger talent pool, and employees may be more likely to stay if they can work from home. If you go paperless, both you and your employees can benefit from remote work while still being able to collaborate efficiently.
- It's good for the environment — The average American office worker disposes of 100-200 pounds of paper each year. By going paperless, you can save some trees and eliminate ink and toners, which are harmful to the environment when they're disposed of.
How to Go Paperless in Washington, DC
The advantages of a paperless workforce may be obvious, but, it's complicated for any Washington, DC organizationto drastically change their processes. But going paperless can be easy when you employ a records management company like HITS that knows what it's doing:
- Digitize your paper documents — This is the most obvious first step. Sort your documents into two categories, get rid of the ones you don't need, and scan the others into a digital format.
- Decide on a digital storage service — There are hundreds of applications and software that offer online storage. Read their reviews and what they offer and pick what seems like the best option for your company. You'll have the option to consider a cloud, on-site servers, or something in between.
- Move your workforce online — You now need to make sure the new documents created will be digital and not paper. Use email invoices, e-signatures, and more to ensure all your processes now produce digital documents. Turn note taking during meetings digitalto get the benefits of better collaboration.
- Upskill your employees — Some of your employees may already be tech-savvy, while others may be nervous about switching to a digital system after years of analog storage. Train your employees and make sure they're comfortable with your new system, and that everyone understands and has bought into your new processes.
- Move existing digital documents to the same system — If you were not entirely dependent on paper when you made the switch, make sure any of the digital documents you already had are being migrated to your new software.
- Scan and shred newly made paper documents — You might still receive or make paper records while making the switch; make sure they're scanned and moved to your new system quickly, and then securely destroy them.
- Share your new process with clients and partners — Once you've gone paperless internally, make sure your clients and partners are able to easily adapt to the new changes. Present it as a great new opportunity that will make things smoother for everyone.
HITS' Approach to Going Paperless in Washington, DC
Without a company who knows how to help Washington, DC businesses go paperless, important records might be destroyed or misplaced, or the conversion may end up impeding your day-to-day operations. At HITS, we've been helping Washington, DC companies go paperless and become more efficient for more than two and half decades. With that experience, we've learned how to make the process as stress-free as possible.
With our innovative DocuMiner® application, our "going paperless" process can be completed in three easy steps:
- Sort your paper records into two groups: scan and shred
- Scan the paper documents you need to hold onto
- Shred those that have met your retention policy
Once the documents you need to keep are in digital format, we can migrate your data to the file types that work best for you and your new document management storage. Our Paperless to Go service is specifically designed to help Washington, DC companies allow their employees to work from home.
Call HITS Today to Go Paperless in Washington, DC
We named ourselves after our values: Honor, Innovation, Teamwork, and Security. By going paperless with HITS, you can rest easy knowing that your documents and your clients' data are in good hands. However big or small the undertaking, or however many years' worth of paper documents you need converted, HITS can handle it. To find out more, call us today at 314-837-4000 or contact us online for a free quote.