First, listen to what documents you have in your workplace.
After sorting whether the documents are really necessary or not, decide whether to digitize or leave on paper for what you need.At this time, you will need to decide where to digitize.It would be ideal if you could make it paperless at once, but the burden will be larger.Therefore, it is realistic to gradually start from the part that can be expected to have a high effect.Think about whether the documents seemed to be "paperless and saved" for employees.On the other hand, the company also wants to consider the impact of cost reduction, the ease of securing alternative means, and the need for secret maintenance.
For example, (1) paperless conferences can reduce the hassle and cost of printing and distributing materials for participants each time a meeting.Please refer to a computer or tablet for materials.(2) If the company's pamphlets and catalogs are paperless and stored in a place that can be accessed from the go, the sales representative only needs to carry a computer or tablet.It is easy to update the contents of the publication.(3) If you can make a paperless past proposal and contract, and make it possible to view it anytime and anywhere, you may be able to check the precedent when you come up with an idea, and a better plan may be born.
After paperless, it will inevitably be a transmission and management method from paper.In order to efficiently exchange documents, we will review the business process.For example, if you digitize internal approval and other applications, you may be able to move from paper circulation to workflow system.
Even if it is made of paperless, it is meaningless unless the documents are organized.Clarify the rules such as how to attach the file name, storage location, shared range, and preservation period.In addition, when digitizing past documents, it is desirable to unify document size, resolution, file format, etc.
Paperlessization is essential for smoothly performing teleworks such as work from home this time.
・ Reduces paper storage space ・ Improvement of searchability and decrease in filing work, increases operational efficiency ・ Reduces costs such as paper, printing, and mailing.
There are benefits.
However, it takes time and effort, and it may be difficult for employees who dislike change to resist or get the understanding of business partners.There is also a disadvantage that it is more susceptible to internet environment and devices.Regarding storage methods, from the viewpoint of information security enhancement, it is necessary to consider storing on a server separated from the Internet environment, especially for documents that cannot be downloaded to employee terminals.
To proceed with the above, clarify the policy and work on it systematically.I would like to listen to the opinions of the employees on site and do training to improve IT literacy as needed.