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URL:
https://www.accesscorp.com/blog/how-to-transition-from-paper-intensive-to-digital-first-part-2-of-2/?utm_medium=email&u...
Submission: On January 31 via api from US — Scanned from DE
Submission: On January 31 via api from US — Scanned from DE
Form analysis 4 forms found in the DOM
GET https://www.accesscorp.com/
<form role="search" method="get" class="searchform form-inline" action="https://www.accesscorp.com/" __bizdiag="109519073" __biza="WJ__">
<div class="form-group">
<label><span class="sr-only">Search for:</span>
<input class="form-control default search-input" type="text" value="" name="s" placeholder="Search Site"></label>
<input type="hidden" name="lang" value="en">
<span class="input-group-btn">
<button class="btn search-go" type="submit">
<i class="fa fa-search"></i>
<span class="sr-only"> Search </span>
</button>
</span>
</div>
</form>GET https://www.accesscorp.com/
<form role="search" method="get" class="searchform form-inline" action="https://www.accesscorp.com/" __bizdiag="109519073" __biza="WJ__">
<div class="form-group">
<label><span class="sr-only">Search for:</span>
<input class="form-control default search-input" type="text" value="" name="s" placeholder="Search Site"></label>
<input type="hidden" name="lang" value="en">
<span class="input-group-btn">
<button class="btn search-go" type="submit">
<i class="fa fa-search"></i>
<span class="sr-only"> Search </span>
</button>
</span>
</div>
</form><form id="mktoForm_1289" __bizdiag="196353764" __biza="WJ__" novalidate="novalidate" class="mktoForm mktoHasWidth mktoLayoutLeft" style="font-family: Helvetica, Arial, sans-serif; font-size: 13px; color: rgb(51, 51, 51); width: 531px;"><input
type="hidden" name="pum_form_popup_id" value="10807">
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<option value="Cocos (Keeling) Islands">Cocos (Keeling) Islands</option>
<option value="Congo, the Democratic Republic of the">Congo, the Democratic Republic of the</option>
<option value="Central African Republic">Central African Republic</option>
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<option value="Switzerland">Switzerland</option>
<option value="Cote d'Ivoire">Cote d'Ivoire</option>
<option value="Cook Islands">Cook Islands</option>
<option value="Chile">Chile</option>
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<option value="China">China</option>
<option value="Colombia">Colombia</option>
<option value="Costa Rica">Costa Rica</option>
<option value="Cuba">Cuba</option>
<option value="Cape Verde">Cape Verde</option>
<option value="Curaçao">Curaçao</option>
<option value="Christmas Island">Christmas Island</option>
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<option value="Germany">Germany</option>
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<option value="Denmark">Denmark</option>
<option value="Dominica">Dominica</option>
<option value="Dominican Republic">Dominican Republic</option>
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<option value="Estonia">Estonia</option>
<option value="Egypt">Egypt</option>
<option value="Western Sahara">Western Sahara</option>
<option value="Eritrea">Eritrea</option>
<option value="Spain">Spain</option>
<option value="Ethiopia">Ethiopia</option>
<option value="Finland">Finland</option>
<option value="Fiji">Fiji</option>
<option value="Falkland Islands (Malvinas)">Falkland Islands (Malvinas)</option>
<option value="Faroe Islands">Faroe Islands</option>
<option value="France">France</option>
<option value="Gabon">Gabon</option>
<option value="United Kingdom">United Kingdom</option>
<option value="Grenada">Grenada</option>
<option value="Georgia">Georgia</option>
<option value="French Guiana">French Guiana</option>
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<option value="Greenland">Greenland</option>
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<option value="Greece">Greece</option>
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<option value="Guinea-Bissau">Guinea-Bissau</option>
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<option value="Heard Island and McDonald Islands">Heard Island and McDonald Islands</option>
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<option value="Indonesia">Indonesia</option>
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<option value="Isle of Man">Isle of Man</option>
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<option value="British Indian Ocean Territory">British Indian Ocean Territory</option>
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<option value="Macao">Macao</option>
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<option value="Netherlands">Netherlands</option>
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<option value="Niue">Niue</option>
<option value="New Zealand">New Zealand</option>
<option value="Oman">Oman</option>
<option value="Panama">Panama</option>
<option value="Peru">Peru</option>
<option value="French Polynesia">French Polynesia</option>
<option value="Papua New Guinea">Papua New Guinea</option>
<option value="Philippines">Philippines</option>
<option value="Pakistan">Pakistan</option>
<option value="Poland">Poland</option>
<option value="Saint Pierre and Miquelon">Saint Pierre and Miquelon</option>
<option value="Pitcairn">Pitcairn</option>
<option value="Palestine">Palestine</option>
<option value="Portugal">Portugal</option>
<option value="Paraguay">Paraguay</option>
<option value="Qatar">Qatar</option>
<option value="Reunion">Reunion</option>
<option value="Romania">Romania</option>
<option value="Serbia">Serbia</option>
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Necessary (21) Preferences (5) Statistics (16) Marketing (50) Unclassified
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Necessary cookies help make a website usable by enabling basic functions like
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zoominfo.comThis cookie is used to distinguish between humans and bots. This is
beneficial for the website, in order to make valid reports on the use of their
website.1 dayHTTPBIGipServer# [x2]Marketo
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HomeResourcesBlog
HOW TO TRANSITION FROM PAPER-INTENSIVE TO DIGITAL-FIRST: PART 2 OF 2
Melissa Kolodziej, Sr. Director, Content and Communications
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In the first blog of this 2-part series, we cautioned that there is not a
one-size-fits-all approach when it comes to tackling the digitization process.
The reality of budgets, timelines, the status quo, risk tolerances and other
variables make it even more of a “choose-your-own-adventure” than a step-by-step
edict.
Part 1 covered the first 3 steps in the process, including how to understand the
current state of your information management program through the lens of
digitization and how to kick off a pilot project.
This post picks up from where Part 1 left off to focus on how to present your
business case, building bridges with stakeholders, and where to go after your
initial project is executed. We recommend reading Part 1 ahead of this one for
full context and understanding of the first 3 steps in the process.
STEP 4: PRESENT YOUR BUSINESS CASE
Your map to digitization success can be found in an odd place: the
organizational chart.
Here’s why:
First, you can use it to identify the key constituents who should be involved in
your project – your list of people you need to get buy-in from. As your
supporter base broadens, so will the likelihood of the project’s success.
Throughout the organization, there will likely be some pushback on adoption of a
new process because people are resistant to change and departments are often set
in their ways.
So where in the organization might the roadblocks be found? It could be
department heads, vice presidents, or end users who could potentially undermine
the project.
In order to overcome the challenges when implementing a digitized approach, it
is important for you to identify which departments have the greatest needs and
are most willing to utilize new technology.
Since you’ve already completed a pilot project by this point, be sure to share
any data or wins from that project loudly and proudly.
STEP 5: IMPLEMENTATION
Success in the implementation phase relies heavily on the preceding steps.
Simply adding technology to a less-than-perfect business process won’t achieve
the desired results such as reduced costs, improved productivity and increased
security.
During the implementation process, you should cycle through these three steps:
ENGAGE
Communication is a major component of a successful implementation process. Take
advantage of internal communication tools at your disposal such as intranet,
social media, newsletters or lunch-and-learns.
Designing a strong change management approach will help to educate users about
“what’s in it for them” and it will go a long way to securing support and
building realistic expectations.
This step, in conjunction with a strong training program and ongoing support and
encouragement, will maximize potential for a successful implementation.
LEARN
Actively seek out feedback from users. Some valuable questions to ask as you’re
progressing through the implementation phase:
* Is the new workflow process intuitive? Are staff buying in and using the new
process?
* Is the training sufficient?
* Did users experience productivity improvements (or other success measurements
* that were identified at the outset)?
* Is the new system aligning with key performance indicators identified in your
* business case?
* Are further process tweaks or optimizations required?
Then repeat the process and continue to engage until you’re satisfied that the
new business process has maximized adoption across the organization.
THE FINAL STEP: LOOKING TOWARD THE FUTURE.
This final step requires looking beyond the present to consider possible future
data needs of your company.
Reflect back on the reasons that inspired your first steps on the digitization
journey.
Was it increased efficiency/productivity, heightened data security, mitigated
risk, enriched compliance, improved bottom line, enhanced competitive edge?
Whatever the motivation, it was most likely driven by an existing and present
need.
While it’s important to consider how your organization may change and evolve in
the future, it’s equally valuable to understand how technologies and document
management platforms are progressing. Implementing a scalable system takes your
strategy to the next level and further reinforces return on investment.
Using improved access as our example, do you want to digitize your records
simply for convenient access, or would you eventually like to enable any of the
following?
* Simultaneous remote access by multiple users
* Improved information sharing between departments
* Advanced text level searches across large data sets
* Integration of digital documents
* Data analytics through the extraction of digital content from a document
* Digital workflows using evolving platforms (e.g. blockchain) to complete
smart contracts
It’s difficult to argue that any one of these doesn’t provide your organization
with a competitive advantage by recognizing unstructured data as an asset.
To maximize your investment, it is essential that the digital transformation
program developed for today is adaptable to the anticipated information formats
and platforms of tomorrow. It is not inconceivable that once the extraction of
data from unstructured sources becomes a more prevalent practice, the appetite
for paper records and even digital documents may slowly be replaced by pure data
as the source of truth.
With this will come the realization that it is the content and not the format
that most matters.
How that content is accessed and leveraged for the maximum benefit of your
organization begins with removing the restraints of traditional barriers–both
real and perceived.
The roadmap to your digital transformation requires the correct combination of
decisions, processes and technologies be applied through every stage of the
document lifecycle.
For a more in-depth look at how to move to a digital-first process, check out
our eBook, Accelerating Digitization to Meet Today’s Remote Work Requirements.
Read Now
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