More and more organizations realize the importance of going paperless as part of an effective records management program, but many don't know where to begin. During this 45 minute webinar, you'll discover the key elements you must know in order to get started. This is a must-attend event for anyone responsible for managing documents. It will help you evaluate your records management project and determine the steps that you need to take, empowering you to become an agent of change for your company. During this Webinar, you'll learn how you can:
* Uncover paper-intensive processes that can be automated
* Gain the necessary internal approvals to move forward with your program
* Apply technology to transform you records management program to improve productivity in such areas as HR, accounts payable, loan processing, customer relationship management, lease management, and others
* Move your documents from the warehouse to the desktop
* Determine whether you should implement an in-house or outsourced solution
1. Going Paperless Is Easy - Getting Started Is Hard Andy Koval EVP and Founder, Archive Systems, Inc.
2. Overview How paperless are we? How do you define success? How do you overcome the challenges of implementing change? Which paperless solutions make sense for you? Is 100% paperless the goal?
3. Source: www. AIIM.org/8 things ‘8 Reasons You Need a Strategy for Managing Information – Before It’s Too Late How Paperless are We? There are over 4 trillion paper documents in the U.S., growing at a rate of 22% per year For 56% of organizations, the volume of paper records is increasing The average office worker uses 10,000 sheets of copy paper each year and wastes about 1,410 of these pages With the average cost of each wasted page being about six cents, a company with 500 employees could be spending $42,000 per year on wasted prints
6. Eliminate paper and… • Increase the speed of business • Reduce costs • Reduce errors • Increase service levels How Do You Define Success?
7. How Do You Define Success? Be specific! By going paperless in my department we expect to: Increase service levels by n% Achieve ROI of n% Eliminate n% of my operating overhead
8. How Do You Define Success? How my “clients” adapt to change (culture) Look within your organization to identify… Which department(s) are the most paper intensive The approach (all or nothing) The deployment model - build it, buy it or rent it
11. Confirm project(s) can be fundedOvercome the Challenges of Implementing Change
12. Overcome the Challenges of Implementing Change Where large scale projects typically originate: Business Units A/P HR Legal, etc. IT / IS Senior Management Records Management Board of Directors President - CEO Rick Kushel SVP – CFO Mike Mele EVP – COO Mitch Koval SVP – Software Engineering S. Shastry EVP – Sales & Mktng Andy Koval VP – Controller Joe Maurer SVP – Operations BJ Johnson VP Applications Charles Lamberta Sales Admin [Open] A/R & Office Administration Glenna Heller A/P & Billing Administration Marianne Daniels Dir. Ops – Phoenix Rob Blumer VP – Product Sales Dave Craig Senior Programmer / Analyst Akhtar Hussain Senior Programmer / Analyst Ana Sorce HR Director Elene’ Costan Dir. – Conversion Services Mike Thompson Sales Rob Nicolosi Sales James Wright Team Lead / Programmer Mike Uzatmaciyan Programmer/Analyst Subi Joseph HR Assistant Danna Yancey Executive Assistant Mae Gorres Dir. – QC Randy Sanders Sales Lori Howard Sales George Stemetzki Programmer/Analyst Damien Bradley Project Manager [Open] Dir. – Record Ctr Ops Maurice Ebanks Sales Anthony Citera Programmer/Analyst Yousuf Kassem (c) Sr. Programmer/Analyst Sergey Sunko (c) Sales Sam Horton Dir. - Customer Svc Amy Polsky Programmer/Analyst [Open] Sales [Open] Sales [Open] Sr. Programmer/Analyst Rob Horan (c) Cust Development Mgr – HC Gil Hernandez Jr. Programmer/Analyst Avo Meguerditchian Sales [Open] Sales [Open] Programmer/Analyst [Open] Cust Development Mgr – HC Jeri Shappy Programmer/Analyst [Open] Cust Development Mgr - CIT Steve Hainebach VP -Cust Dev’t, Aspen 360 Heath Blount VP–DPOS & Dbase Svcs [Open] Sales Manager- RM Dave Graziano Dbase Operations Mgr. Alex Urosov Jr. Dbase Administrator Raquel Torres RM Sales (Phx) Ruth Lebeda RM Sales (Phx) [Open] RM Sales Jack Delaney RM Sales Mark Kendall Jr. Dbase Administrator [Open] RM Sales [Open] SQL Developer [Open] VP Strategic Solution Delivery [Open] VP–Process Automation Rob DeVincent Appln’s Architecture & Prog’g [Open] Sr Programmer/Analyst Darwin Torres Automation Manager Anthony Giardina Project Manager Elizabeth Giardina Dir – Infrastructure Svcs Chris Williams Field Support Manager Claudia Ascencio Field Support Manager Felicia Rella Helpdesk Manager Jorge Palacios Field Support Manager [Open] Field Support Manager [Open] Appl’ns Support Specialist [Open] Appl’ns Support Specialist Dennis Candelaria, Jr. SVP – Marketing Hank Boggio Appl’ns Support Specialist Anthony Marro (c) Appl’ns Support Specialist Christopher Phillips (c) Mktg Communications Mgr Valerie Moravek Writer Craig Abramson Telemarketer [Open] Telemarketer Erin Koza Weekend Operator [Open] Appl’ns Support Specialist Victor Akinola Helpdesk Technical Coordinator Michael Phillips Network Engineer Darren Love Jr. Network Engineer [Open]
13. What Am I Competing With? High-value, high-profile projects typically: Automate manual business processes Effect revenue generating functions Have visibility with senior executives Align with stated strategic corporate initiatives
14. How Do I Compete for Focus/Funding? Large scale isn’t the litmus test Swift implementation Incremental success Scalable platform for growth Minimal drain on organizational resources
15. I Have My Approvals – What’s Next? Checklist for success: Have I properly defined the scope of my project? Do my “clients” agree? Have I planned for project creep? When do I cut off the “requirements” list? How will I measure my ROI? Have I set milestones to measure success? Should I tackle historical documents? At what point do I reach the point of diminishing returns? How do I implement – in-source v. out-source?
16. Which Technology Solution Fits Best? Scanning Available Scanning Paperless On-Demand Scanning Document management system Full process automation
17. What Do I Need to Know if I Want to Tackle This Myself? Key considerations: Software Document capture, OCR, image viewing Hardware Scanners, servers, monitors Staff Document prep, reassembly, scanning, indexing, QA Management Finance, IT, project ownership & implementation, training
18. What Do I Need to Know if I Want to Outsource the Solution? Key considerations: Selecting a vendor partner Completeness of offering Areas of expertise Flexibility References Management Participate in vendor evaluation, contract negotiation Define acceptable SLAs Support implementation
26. Is 100% Paperless the Goal? What does this mean to you? If so, how do you get there? Manage from paper paperless Don’t get rid of ALL the paper Migrate to paperless on-demand The key to success is to maximize the value of your spend 92% of all documents are inactive It pays to spend $$$ on the 8%
“Do more for less”, “work smarter not harder” are nice tag lines that won’t lead to project approvalDefine a measurable list of criteria for successVague declarations of achievement won’t motivate changeROI, % reduction of expense, etc.
