Too Much Paper

Efficient access to client and customer information is critical for many businesses, including ours. The more voluminous and varied the information, and the more frequently it must be accessed, the greater the challenge to manage the information efficiently. If these issues impact your business, you may be interested in our experience in converting from paper to electronic files.

First, here is what we expected to accomplish by converting to electronic data storage:
• saved time, as a result of being able to locate filed information more quickly and from various locations
• saved file storage space and related cost
• saved paper and copier costs

The conversion did not, of course, come without costs, mainly the purchase of electronic document management system software. We bought one designed specifically for our profession. We also purchased document scanners for converting paper documents to electronic images in PDF format. Training time is another material investment.

After almost 1.5 years into the new system, we’re realizing the benefits we expected and are confident our investments in a more efficient system are being productive. We’ve been careful to proceed with no loss, and in some respects enhancements, in making sure client records are confidential and secure.

Successful initiatives to improve processes must have clear objectives, sound analysis of costs, effective leadership, and strong support from upper management. If you’d like more information about our experience in converting to electronic file storage, please communicate with your DDF contact person or Crissy Fiscus (425-7631; CFiscus@ddfky.com).