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7 ways most brands screw up the paperless office concept

The paperless office is an increasingly popular concept adopted by businesses of all size, but there are some pitfalls to avoid.

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Enthusiasm behind paperless office concept

Many people hear the word “cloud” and expect to snap their fingers and become paperless overnight, completely organized and compliant, but it isn’t exactly as easy as the commercials make it sound. Yes, digital document management can be tremendous business tool, but some of the basic free solutions are risky and don’t help to keep your company organized or even in compliance.

One of the more robust options on the market is 12-year old eFileCabinet, which began as a cutting-edge tool to digitally store records in accounting firms, growing in popularity to a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data in any industry.

Matt Peterson, CEO of eFileCabinet, notes that businesses adopt the concept of the paperless office with great enthusiasm, but grapple with the practical implications of getting such an implementation off the ground. “The transition from a paper-intensive operation to a completely paperless environment has seen several organizations abandon the initiative because of the stress such a transition places on their operating environment. The sustainability of a paperless office relies on the careful, well-administered execution of several cross-departmental initiatives that are pivotal to a smooth transition.”

Peterson adds that when executed incorrectly, the transition can hurt productivity and financial benefits that come with the paperless office. Based on his area of expertise, Peterson offers seven ways that most businesses are actually screwing up their digital document management. In his words:

1. Rapid, Disorganized Transition:

Expecting your organization to complete the move to a paperless environment in a few days or even a couple of weeks can throw several administrative and operational processes out of gear. Business constraints and imperatives often drive the pursuit of paperless operations at a pace that is far more than an organization can manage. More often than not, any productivity gains are nullified by the time spent learning how to use document management software, scheduling time on scanners. When implementing a paperless office solution such as eFileCabinet, it is important to do so in a planned, structured transition with pragmatic timelines.

2. File Hoarding:

The lack of proper indexing procedures or the absence of a streamlined process or policy that governs the creation, duplication, digitization, preservation and disposal of company documentation can result in an e-landfill—a large, unmanageable digital cabinet filled with orphaned files and documents that take up server space. Without proper training and clear file retention deadlines an organization runs the risk of wasting time by overloading the digital filing system with files that will never be accessed or have already passed their legal and useful life span. Consequently, the process of search and retrieval of documents takes far longer than necessary. While this may seem to be an elementary oversight, in reality, it is a costly mistake that wastes time, impacts productivity and is a frustrating experience, come audit season.

3. Placing Intellectual Assets at Risk:

Most organizations make the mistake of digitizing documents without a definite backup or archival plan. More often than not, scanned copies of files are saved into a random folder structure. The effect of a force majeure situation or a natural disaster on such an office could result in a partial or complete shutdown of operations. Some organizations establish a degree of contingency by relying on backup tapes or ISO-compliant folder storage to safeguard data. In the absence of such an effort, sensitive company data and intellectual assets may end up in a large group of un-indexed files and open to theft or accidental deletion.

4. Non-Compliant Storage and Sharing:

Saving and organizing files through Microsoft Windows folders can be a tedious, time-intensive effort and can often be in violation of the paperless standards set by many compliance governing bodies. Governance standards, international law and global financial regulatory requirements under several acts such as Sarbanes-Oxley and the Health Insurance Portability and Accountability Act (HIPAA), as well as the SEC require an organization to provide verifiable and timely access to digital records. The proper establishment of role-based security as a means to controlling access to digital is sometimes tedious but always necessary step for security purposes. When implementing a paperless office, it is important to use compliance-friendly features such as the eFileCabinet SecureDrawer to transfer confidential data and documents across operational environments.

5. Non-existent or Incomplete Data Backup:

An organization’s data backup process is a vital and indispensable component of its overall disaster recovery plan. Cloud based document management software offers a two-edged solution that features a scheduled backup of an organization’s data while ensuring data is backed up into a cloud mitigates the risks of local storage. Several organizations mistake data management software as a substitute for their IT backup services. While document management services do digitize and help an office manage paperwork more efficiently, these electronic documents need to be backed up as part of a business continuity plan. Particularly, if the organization has chosen a traditional on-premise software platform as opposed to the ever-increasing in popularity cloud based solution. A non-existent or incomplete data backup plan could have an adverse fiscal and reputational impact on a company.

6. Incorrect Formats:

One of the most common mistakes of going paperless is the digitization of documents into unreadable or unsearchable formats. A typical scanner converts documents into PDF files that do not allow form or text data to be read or copied. A robust document management solution needs to come with Optical Character Recognition (OCR) capabilities to truly leverage the power of paperless operations. The lack of OCR-enabled documents, tables, spreadsheets and presentations causes all scanned documents to become static — i.e., their contents cannot be recognized as text and therefore, cannot be copied. Scanning without OCR is one of the most significant hindrances to a paperless office because it prevents users from searching or copying text from within scanned documents.

7. Trapped by the Desktop Computer:

In a world that relies on the increased mobility and portability of data, the paperless office often extends beyond the boundaries of the office building. When organizations go paper-free, they often make the mistake of using a document management solution that does not offer secure, cloud-based access or the ability to access documents through a mobile app.

Peterson notes that “Understanding the potential roadblocks to a successful paperless office can help your organization avoid them and ease into the use of digital document management software without losing productivity and efficiency.”

Marti Trewe reports on business and technology news, chasing his passion for helping entrepreneurs and small businesses to stay well informed in the fast paced 140-character world. Marti rarely sleeps and thrives on reader news tips, especially about startups and big moves in leadership.

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Microsoft’s latest HUGE investment: Self-driving car technologies

(TECH NEWS) Microsoft invests in self-driving car technology by joining other investors in a combined equity investment of $2 billion.

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Cars driving on city highway, including more than one self-driving car in the future.

Microsoft has put its money into self-driving car technology. The tech giant has partnered with General Motors and Cruise, GM’s majority-owned driverless car startup, to “accelerate the
commercialization of self-driving vehicles.”

“Our mission to bring safer, better, and more affordable transportation to everyone isn’t just a tech race – it’s also a trust race,” said Cruise CEO Dan Ammann in a press release. “Microsoft, as the gold standard in the trustworthy democratization of technology, will be a force multiplier for us as we commercialize our fleet of self-driving, all-electric, shared vehicles.”

Along with Honda and other institutional investors, the companies are investing a combined $2 billion into the autonomous car company. This new funding round brings Cruise to a post-money valuation of $30 billion.

The long-term strategic partnership between the companies will be a collaborative one and beneficial for both. To roll out its fleet of self-driving vehicles, Cruise will leverage Microsoft’s cloud and edge computing platform, Azure.

In turn, as GM’s and Cruise’s preferred cloud provider, Microsoft will use the car company’s “industry expertise to enhance its customer-driven product innovation and serve transportation companies across the globe through continued investment in Azure.”

Besides helping bring the self-driving technology out to the market quicker, the companies will also work together on other digitization initiatives. For instance, they will collaborate on artificial intelligence and machine learning capabilities. And, explore opportunities to streamline operations and increase productivity.

“Advances in digital technology are redefining every aspect of our work and life, including how we move people and goods,” said Microsoft CEO Satya Nadella. “As Cruise and GM’s preferred
cloud, we will apply the power of Azure to help them scale and make autonomous transportation mainstream.”

Cruise first announced its self-driving car service a year ago, but when it will be deployed isn’t certain yet. With Microsoft as a partner, deploying those cars will help speed things up.

“Microsoft is a great addition to the team as we drive toward a future world of zero crashes, zero emissions, and zero congestion,” said GM Chairman and CEO Mary Barra. “Microsoft will help us accelerate the commercialization of Cruise’s all-electric, self-driving vehicles and help GM realize even more benefits from cloud computing as we launch 30 new electric vehicles globally by 2025 and create new businesses and services to drive growth.”

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Tech News

Wow! This synthetic cornea gave a legally blind man his vision back!

(TECH NEWS) Another instance of “technology is amazing:” this minimally invasive eye implant has opened new doors for sight restoration surgeries for the legally blind.

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Blurry city with a single glass piece held in the middle with a clear view.

After being the first patient to receive a cutting-edge cornea implant, a legally blind 78-year-old man can see again. Directly after his surgery, the patient was able to recognize his family members and read an eye chart. The KPro implant comes from the company CorNeat.

KPro is the first implant that can be directly integrated into the eye wall, replacing damaged or deformed corneas with no donor tissue. The clear layer that protects the front portion of the eye is called the corona. The corona is susceptible to degeneration or scarring, as well as a number of diseases such as keratopathy, keratoconus and pseudophakia bullous.

While artificial cornea implants already exist, the surgeries are complex and typically only used as a last resort when transplants or cornea ring implants don’t work. That is perhaps what makes the CorNeat transplants so remarkable – it’s a simple procedure that’s minimally invasive.

Additionally, KPro uses a biomimetic material that “stimulates cellular proliferation, leading to progressive tissue integration”. Not only can these implants give you your sight back instantly, but they also can help the natural tissue in your eyes to grow back and integrate. Now, THIS is cool stuff.

CorNeat said that ten more patients in Israel are approved for trials, as well as two in Canada. Six others are in the approval process in France, U.S., and the Netherlands. Professor Irit Bahar of CorNeat stated that he believes this project will ultimately impact millions of people’s lives. Only time will tell.

This advancement in biotech comes at a time where many Americans are uninsured and at a higher risk for health ailments due to the coronavirus pandemic and subsequent effects. At its best, CorNeat’s KPro offers some hope – while COVID has brought many industries to their knees, advancements in medical technology seem to persist.

If the results of the implants continue to stay as promising as they are now, who knows – maybe we’ll all be receiving cornea implants as a normal part of health upkeep in the not-so-distant future. I know I’ll be first in line.

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Tech News

The top 10 languages you can know as a programmer

(TECH NEWS) Considering a career as a developer or programmer? You’re not alone. Here’s top 10 programming languages to enhance or start your career.

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Two female programmers at a laptop working on a programming screen.

The COVID economy has thousands of Americans reconsidering their career paths – with so many jobs dissolving due to various reasons (i.e., automation, a decrease in full-time creative positions), it’s no wonder why scores of professionals are seeking to reskill ASAP.

If this sounds like you, look no further; have you ever considered the lucrative career of computer programming?

Programmers on average make a salary of $89,590 a year. And better yet, coding jobs might never become obsolete. The trick is to know exactly what you want to do – different coding languages best serve specific purposes. So, which one should you learn first?

Top ten languages for new developers:

  1. Python – Learn Python if you’re interested in data analysis, machine learning, scripting, web development and Internet of Things (it’s the future!). Python is also the easiest language to learn, so give it a go!
  2. JavaScript – JavaScript is for you if you want a career in making websites interactive.
  3. The Go Programming Language – You can learn to build simple, reliable, and efficient software.
  4. Java – Want to work on computer programs, games, apps and web applications? What about Internet of Things and robots? Learn Java to tap into these fields. Keep in mind, Java is considered difficult for novice programmers.
  5. C# – C# is great for websites, web applications, games, and apps – especially Windows apps. It’s also perfect for Machine Learning and Artificial Intelligence.
  6. PHP – Want to get your hands dirty doing back-end website programming? PHP is the language for you.
  7. C++ – For programming apps, games and web browsers, C++ is the language you’ll need to learn. Though it’s notoriously tough to grasp, knowing this language could be the competitive edge you need to set you apart from the pool of programmers.
  8. C – C will prepare you for operating systems, compilers and databases.
  9. R – The world is always in need of those who conduct data and statistical analyses – check out R to dive in.
  10. Swift – For apps and software for Apple devices, check out Swift.

My advice? Figure out exactly it is you want to do in your new career as a programmer. Set your goal. Then, after you’re sure what direction you want to go in, see which programming language best suits your needs.

Get proficient at one language to start and become top-notch at it. Then, you can expand your rolodex to include multiple languages and grow your abilities as a programmer.

Good luck!

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