Last week, DataBank had the pleasure of hosting a webinar on one of our favorite topics – “The 5 Stages of Going Paperless”. As a quick recap, the 5 Stages of Paperless gives a high-level summary of the milestones hit by organizations as they transform their manual, paper-based processes into ones that are electronic and streamlined. The 5 Stages are as follows:
1. Back file scanning – Convert paper files into an electronic format and store them in a single repository
2. File indexing – Organize your electronic content so it can be retrieved quickly and easily
3. Integration – Leverage applications and solutions you already have, and simplify and accelerate your processes
4. Automation– Build electronic workflows to automatically complete repetitive tasks so you can focus your energies on higher value projects
5. Case Management – Combine data management, document management, and process automation to optimize even processes completed on a case-by-case basis
The webinar was presented by Paul Gorman, a Government Solutions Expert at DataBank, who gave us several great insights for working towards a paperless office. A few of these he called these his “3 Universal Truths“:
1. The second you finish automating a business process, something happens that will require you to change it. Make sure your solution allows you to easily make changes as your see fit.
2. If it took an army of programmers to write the workflow, it will take an army of programmers to maintain it. It’s optimal to have a solution that does not require tons of coding to alter and maintain.
3. Effective case management requires data, documents, and business process workflow in the same solution, or else your solution will only become an additional information silo.
Interested in how other government organizations are managing their business process initiatives? During the webinar, we took a few polls so attendees could see where their peers were standing in their efforts towards a paperless office. Below are some of points of interest uncovered by our results:
– 33% of attendees reported that no more than 25% of documents within their organization were stored electronically. The second most popular answer was between 50-75% of documents with 28% of respondents.
– 39% of respondents reported using network directories to store information, and 28% have a centralized Enterprise Document Management system, but 11% have no electronic filing system whatsoever.
– A whopping 60% of attendees reported that they used no automated workflow processes.
To watch a full recording of the webinar, check it out below!