After already experiencing a technological transformation in the past decade there is a new digital revolution happening around the world and that is the transition to paperless systems and societal foundations. From courts to government agencies to hospitals to real estate firms to property recorders to law groups to insurance companies to retail to sports and everything in between the trend is clear which is the need to build basic paperless systems to improve our effectiveness and efficiency in all of life’s endeavors and intricacies. While the idea of going paperless is a new concept for many entities there is little denying that people desire favorable paperless systems that require no physical documents to complete processes. Since paperless ideologies are brand new to a lot of aspects of life we are all still learning about the best methods to implement such improvements to society and researching what works and partnering with businesses that specialize in digital document management, scanning, shredding and paperless technologies is a great pathway to success.

So what are some of the basic building blocks of a highly functional and feasible paperless document management and file scanning system? While most situations will require some going paperless customization and specialized planning there are certain intrinsic traits to every well-built and prepared going paperless arrangement. By looking at some of the most successful going paperless project implementations and integrations around the globe we will find certain core characteristics make up a top-performing digital document management platform and scanning network. When going paperless it can feel like heading into the unknown which is why having an understanding of the fundamentals is essential to taking your professional or personal pursuits to the next level within the digital framework of tomorrow. So let’s take a look at what some of these key going paperless components are so we can better understand how they may help us in excelling against the competition and raising the bar of the competitive curve.

Going Paperless System Basic Building Block #1: Policies and Procedures

Have guidelines for the submission of digital documents set in place for your going paperless electronic filing and scanning systems.

Going Paperless System Basic Building Block #2: Account Creation and Tracking

Create a secure form for account creation and data submission which validates and tracks all users.

Going Paperless System Basic Building Block #3: New Information Adding and Updating

Your going paperless document management partner and platform should be able to handle new data submissions and system upgrades and add-ons.

Going Paperless System Basic Building Block #4: Random Audits and Reviews

You must have checks and balances within your going paperless administration to assure at undefined intervals that all going paperless parts are working properly.

Going Paperless System Basic Building Block #5: Security Alerts and Threat Protection

When going paperless you must practice proper protection and security by having safety protocols in place and being proactive in blocking and avoiding digital mischief and abuse.

Going Paperless System Basic Building Block #6: Notifications and Correspondence

Have formulas in place that allow you to communicate and interact with your going paper practices and participants.

Going Paperless System Basic Building Block #7: Payment Gateways and Transaction Processing

You should be able to accept payments and make secure and private transactions online.

Now that we have some insight into how a going paperless system should be built from the ground up, the next step should be deciding whether digital document management and file scanning and shredding are the right next move for you.