Cloud computing, artificial intelligence, big data… These and other terms describe the possible integrations of technological innovations and advances in our daily work life. However, many businesses still struggle to go paperless.
Paper-based activities are still part of daily business routines, while printing remains part of most workflows. This is compounded by the massive storage of important ‘historical’ files, filling the cellars and valuable office space, in a sometimes erratic and non-optimised way.
Furthermore, not all companies have the same maturity, nor the same requirements when it comes to digital transition; as such, a simple guide with a ‘one-fits-all solution’ does not exist.
The current crisis has shown that companies must reinforce their digital commitments. By teleworking, businesses identified the limits of traditional models based on the exchange of paper. Providing the necessary infrastructure to connect remotely, easily accessing business applications and documents, while providing a completely secure environment to their employees, represented a major challenge.
But where should the company start? For Labgroup – long-time leader in physical document management solutions as well as a major player in online backup and data management for over 20 years – companies need to start with ‘less papermess’ before going ‘paperless’. Surprisingly, this first step requires the use and integration of innovative digital tools and applications.
The smart way to a paperless office in three steps:
Less ‘papermess’ with digital tools
Smart document archiving: Efficient document management no matter where your documents are stored. Smart document archiving helps companies to add value to the management of their analogue information with state-of-the-art digital tools and solutions. In fact, smart document management solutions can help businesses to secure, evaluate, classify, search, retrieve, trace and record their paper documents in an optimised environment. Thanks to Labgroup’s document management software, all collections, deliveries, scanning or destruction requests are handled in a flexible and innovative way. The full paperless end-to-end service allows easy and secured management of archives stored in our specialised warehouses or even at your office. We can provide an easy-to-use application as well as the necessary material and introduction training to your company and staff. Labgroup also provides skilled and qualified in-house experts and archivists, who can help our clients to manage their documents more efficiently.
Fast & remote access to your stored documents: As the health crisis has accelerated telework, many employers have made the switch to a dematerialised working environment. With our scan on demand service, employees can request fast digital access to their paper documents stored at Labgroup’s secure storage facility. The e-delivery service allows companies to receive an electronic copy of the documents for faster, safer and more practical management.
GDPR compliant storage: To achieve document storage, which is compliant with stringent personal data protection, it is critical to implement granular storage in line with your GDPR policy. Our nested archive solution is a specialised inventory management system designed for the unique and secure storage, delivery and above all, the destruction of the specific files.
After managing your paper documents more proactively, the second step to a digital office is to produce less paper. Labgroup’s experienced information management consultants help our clients to identify the different sources of avoidable printing.
By looking for quick wins and rapid success stories within targeted departments, company-wide acceptance becomes achievable. For instance, an employee portal for human resources related documents or digitising incoming invoices can enhance the leverage effect of the digitisation process.
Shut down the taps
All companies will dematerialise all or some of their business processes. Success will be defined by their ability to adapt and implement this new way of working. Labgroup’s specialisation in document process outsourcing allows clients to concentrate on their core business.
Document process outsourcing will enable the clients to achieve clear data classification and retention rules, secure legal dematerialisation and conservation, traceability and data validation via electronic signature solutions as well as efficient data protection.
Keep up with the pace
The digital transition is a long-term process and requires a variety of competencies and in-depth knowledge of information management. To keep up with the pace in terms of regulations and cybersecurity challenges, both in the office and while teleworking, is now an essential factor in the success of a business.
Our consultancy services, as well as our diverse solutions, will allow you to stay ahead of the game.