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  • Six Benefits Of Going Paperless

    Cut Paper, Cut Costs

    , Director, Enterprise Content Management

    Hugo Palacios

    Director
    Enterprise Content Management


    Hugo Palacios is responsible for four key areas, Governance, Marketing, Key Strategies and Operational Control for the company's ECM practice. He also supports Konica Minolta’s Global Transformation Initiatives and is a key contributor to our Global Managed Content Services and ECM Business strategies. In his spare time, Hugo devotes his weekends to driving, cheering and supporting his daughters, who compete in field hockey, lacrosse and basketball club sports.

     

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    If there is one thing that every company has in common, it’s paper and trying to keep track of it. Industry aside, construction companies building skyscrapers and medical providers servicing sick patients both deal with paper — and lots of it. The phrase “Going Paperless” doesn’t mean removing every single piece of paper from an organization nor does it mean that employees will become obsolete. It means pinpointing specific areas of the company that are paper-heavy, manually-driven, and time-consuming then finding a smarter way to execute the process. Streamlining typically involves an Enterprise Content Management (ECM) solution that uses workflow and automation to replace costly manual, paper-based processes which drain a company’s budget. This is the start of the company’s digital transformation which means the benefits of the streamlining can expand to other areas once you realize the benefits of making the processing changes.

    The phrase “going paperless” is nothing to be scared of because it can happen smoothly with  a well thought-out plan that is executed with the right solution provider. Konica Minolta Business Solutions can help keep documents secure and information safe while increasing office efficiency using an ECM solution customized to each business’s needs.

    Six Benefits of Going Paperless:

    1. ROI

    Most organizations think that switching to a paperless solution will cost more in terms of purchasing new software, hardware, and training as opposed to sticking with paper-based manual processes. After the initial investment, however, the ROI of these investments is very transparent. In most cases, businesses realize their full cost of investment within the first 18 months, and then the corresponding savings are apparent with time savings and a three-to-four times increase in productivity.

    1. Labor Savings

    The very nature of paper documents requires time-consuming work to organize, store, and retrieve. According to the industry group, AIIM, on average, office staff spends about one hour per month searching for and replacing files. And, of course, there are many businesses that spend even more time than that. Regardless, processing paper is very time consuming and Konica Minolta Business Solutions can automate these manual tasks and help businesses, increase profits by allowing more time for employees to do higher-value activities.

    1. Lost & Misplaced Documents

    With a Document Capture system in place, organizations no longer have to worry about losing or misfiling documents. On average, between two and five percent of an organization’s files are lost or misplaced. In the case of a natural disaster, documents that are stored digitally are recovered, which just might save an entire business.

    1. Storage Costs

    How much valuable office space is filled with filing cabinets and shelves with stacks of documents? Paper takes up space and, for most companies, there is not much extra space available to hold documents and records that are added to the storage area each month.  Businesses spend money renting storage facilities to house all of their documents, but with a paperless strategy you can store millions of documents in the Cloud or on a single hard drive.

    1. Improved Document Security

    With a content management solution (ECM), the options are endless for securing information. Companies can track every single document, changes that have been made, who viewed them, who made the changes and more. It adds a new level of accountability and document security to protect businesses and their customers.

    1. Improved Customer Service

    The ultimate goal of every business should be to provide the best possible product or service to their customers. When customers receive outstanding products and services, they stand out from the rest; customer service plays a big role in a customer’s impression of a company and can be a competitive advantage over the competition. In order to achieve a high level of success with customer service, businesses need to be able to access the right customer information at the right time with efficient and productive employees. The customer services staff can spend more time listening to a customer’s issue and resolving it versus tracking down data and documents of the customer just to start the resolution process. Fingertip access to customer data gets the service professional all the information needed to better address the customer’s concern and provide a more expedient resolution.

    Change does not happen overnight, but taking steps towards improvement will make businesses operate more efficiently in the immediate term. Companies that start to adopt a digital transformation in the areas of their business that are choking on paper and manual processes, will see a great result in their bottom line.

    To hear from current ECM clients – visit the Konica Minolta customer testimonials page. These solutions can revolutionize any business today. And, for more information on where to begin your paperless journey or to ask for more information, please Contact Us; we’re here to help.

    July 24, 2019

    Thought Leaders