Creating Digital & Non Paper Workflows

"A Digital Workflow Is Not Always A Paperless Workflow"

 

Digitizing workflow can be a firm or organization changing initiative if approached correctly. Digitization should be approached judiciously as it cause can major changes whose effect should not underestimated and should be managed with care.

Creating Digital & Non Paper Workflows Framework Diagram:

 

Download A PDF of this chart: click here

The points below have been left in point form due to the sheer volume of information, one of our team will be pleased to assist you with them.

Understanding The Difference Between "Digital" & "Paperless" Workflows

• Digital - workflow components may be digital or paper during the process but always end in digital storage,
• Temporary paper / hardcopy concept,
• Paperless - no paper or phardcopy anywhere in the process - very problematic

The Multiplier Effect Of A Digital Workflow

• Amount of time taken to digitize minimal in comparison to the savings in time and resources,
• Multiple increased substantially where there is repeated acces to information,
• Costs can be eliminated in multiple areas,
  • Physical floor space,
  • Offiste storage,
  • Paper & printer costs,
  • Time spent on tasks,
  • Mental clutter throughout the firm reduced freing resources

Creating A Default To Digital Paper

• The concept of digital paper,
• Default to paper / hardcopy a built in behaviour,
• Default to digital paper a massive change,
• Wherever paper was generated a digital copy is generated,
• Selecting default tools, scanners, PDf etc

Creating Access To Information

• Digital storage vs filing cabinet viewpoints,
• File server burdens increased ,
  • Storage requirements,
  • Accessibilty,
• Data structures,
  • Previously only work in progress , now final products,
  • As digitized most will need restructured,
  • Minimized layers,
  • Naming conventions,
  • Ease of access optimization,
  • Compromises between views,
• Access priviledges
  • Who has access,
  • Depositing information,
  • Accessing information,
  • From where onsite, VPN

Determining Workflows To Digitze

• Workflow selection out of work cycles,
• Advantageous workflows vs required

Avoiding Costly Digital Management Tools

• DMS (Document Management Systems) costly and add substantial overhead to processes
  • underlying data structres not useable without the tool,
  • once committed change is extremely diificult,
• Can be overcome with,
  • Server structure revisions,
  • Access planning and restructuring

Updating Skill Sets & Knowledge Base Requirements

• Team members all need certain and possibly new skills and knowledge
  • Constructing digital information
  • Reading digital information
  • Manipulating digital information
  • Sharing digital information
  • Storing digital information
• During digitization upgrade path needs carefully managed,
• Knowledge bridging - (see Managing Change )

Data Back Up & Disater Reovery

• Back up considerations need re evaluated,
  • Back up frequency (daily , weekly, monthly ) and types (full vs differential),
  • Retention of back ups and rotation,
  • Offsite back up locations,
• Data file structures now hold the whole firm not only work in progess,
• Disaster Recovery,
  • Most never contemplate complete restore,
  • Can be impoved substantially,
  • Can be simplified,
  • Currently not complete in a non digital environment typically,

For further information or to speak with an Advisor Free Of Charge contact us: by email ... click here or call 888-980-7520

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Constant Improvement Group

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