Seven Top Tips to Digitise your Paper Trail

Still working with a paper-based system? You’re doing your customers and your business a disservice! The transition from paper to digital is not just a trend, but a necessity. Often referred to as Paperless Migration, digitising your paper trail can lead to increased efficiency, reduced clutter, and enhanced security.

As well as the obvious internal advantages of not having filing cabinets full of paper sat around and all the headaches that go with it, moving online offers a plethora of advantages for you and your customers – an enhanced user experience, immediate feedback and the opportunity to integrate with other online systems to name but a few.

So, if your business is still reliant on paper, it’s time to consider moving to a digital system.

Here are our top tips to help you successfully digitise your paper trail:

Image of an office desk with stacks of paper, folders, and documents being transformed into digital files

1. Assess Your Current Situation

Before you start along the road to paperless migration, it’s important to assess your current paper usage and storage. Take an inventory of all the documents you have and categorise them based on importance and usage frequency. This will help you determine which documents need to be digitised first and which can be archived or disposed of. Identifying the types of documents and their relevance will guide you in setting priorities for digitisation.

2. Choose the Right Tools and Software

Selecting the appropriate tools and software is crucial for successful digital transformation. There are various document management systems (DMS) available that can help you scan, store, and organise your digital files. Look for software that offers optical character recognition (OCR) capabilities, which allows scanned documents to be searchable by text. Some popular options include Adobe Acrobat, Evernote, and Google Drive. Ensure the software you choose is compatible with your existing systems and meets your business needs.

3. Develop a Digitisation Strategy

Having a clear digitisation strategy in place is essential. Decide on the scope of your project, whether you plan to digitise all documents or just specific types. Set clear goals and timelines for the process. It’s also important to establish a consistent naming convention and file organisation system to ensure easy retrieval of documents. Develop a workflow for scanning and uploading documents, and assign responsibilities to team members to maintain consistency.

These first three steps are vital in the overall success of any potential project to move away from the reliance on paper-based processes. At Go Tripod we have the experience and expertise from similar projects to help you at every step of the way – an early conversation with us even before step one will help you ensure you’re on the right path.

4. Prioritise Security

Digital documents need to be secure from unauthorised access and potential data breaches. Implement robust security measures such as encryption, password protection, and secure backup solutions. Regularly update your software to protect against vulnerabilities and ensure that access to sensitive documents is restricted to authorised personnel only. Additionally, consider using cloud-based storage solutions that offer advanced security features and regular backups to safeguard your data.

5. Train Your Team

For a smooth transition to a paperless system, it’s important to train your team on the new processes and tools. Provide comprehensive training sessions on how to use the document management system (DMS), the importance of following the established protocols, and the benefits of digitisation. Encourage your team to embrace the change and provide ongoing support to address any challenges they may face. A well-informed and cooperative team is key to the success of your company’s digital transformation as a whole.

6. Start Small and Scale Up

Digitising all your documents at once can be overwhelming. Start with a small pilot project to test your processes and tools. Choose a specific department or type of document to begin with, and gradually expand the scope of your digitisation efforts. This approach allows you to identify and resolve any issues early on and refine your strategy before scaling up.

7. Monitor and Evaluate

So, in conclusion, once your paperless migration project is underway, continuously monitor its progress and effectiveness. Gather feedback from your team and make necessary adjustments to improve efficiency. Regularly evaluate the system to ensure it meets your business needs and goals. Keep track of any issues that arise and address them promptly to maintain a smooth workflow.

Digitising your paper trail can transform the way your business operates, leading to greater efficiency, better user experiences for both your staff and customers, and enhanced security. By following our top tips, you can successfully transition to a paperless system and enjoy the many benefits it offers.

Start today and take the first step towards a more efficient and sustainable future for your business.

To discuss your needs simply email hello@gotripod.com, call us on 0845 475 2487 or complete the form below.

We’d love to help you with your paperless migration project.