Here are some of my recollections about the costs associated with transitioning to a paperless office.
I was recently employed for a month and paid $13 an hour archiving documents for a medium-sized (~40 fulltime employees) office in a much larger company. The office was transitioning to paperless records, and the entire previous year’s worth of printouts had to be scanned. There were three other people on my team. We each had a commercial scanner that the company had purchased new. The scanned documents were stored on multiply redundant company servers that had to be purchased for this transition. Every person in the office received a second monitor. The internal IT staff spent months on the transition, and a number of highly paid executives had to spend a not-insignificant amount of time deciding on the configuration of the final system. Additionally, another IT firm was contracted to set up some large portions of the system. While I was still there, the servers crashed and went down for a day and the office mostly halted, being unable to continue much of their work without access to their digital files. I witnessed frustrated staff vent some anger about the new system occasionally and support for it was mild at best.
Going paperless requires a very large commitment of resources up front and can significantly negatively impact productivity if everything doesn’t go exactly as planned. And even if things do go well, at that.
My workplace does things in a similar way, scanning in documents by hand without ‘interpreting’ them in any way. (The result is helpful; you can go on your computer and look at a patient’s chart without having to physically go to their hospital campus; but it’s also unhelpful in that you can’t run a keyword search on anything in the charts, because they’re saved as images as opposed to more search-friendly formats.) It looks messy and inefficient to ME that they’re keeping both paper and digital records, but I’m sure the immediate cost of making a full transition would be enormous.
Still, I can’t imagine that offices in fifty years will still be using this half-and-half method. As technology advances, maybe the transition will get easier; parts of the transition process itself could be automated, with software automatically converting scanned images into searchable text files. Either way, I think the transition has to be made eventually. (But that’s a personal opinion.)
It looks messy and inefficient to ME that they’re keeping both paper and digital records,
See my Australian Electoral Commission example. I can assure you that even a basic image scan is far easier to deal with than all the physical paper all the time. Particularly in 2011 rather than 1993.
We’ve launched a company-wide project to estimate the cost-benefit relationship of scanning all new documents vs. scanning all new + existing documents vs. continuing like now. Perhaps not surprisingly, scanning new documents but not old is the most cost-efficient. This obviously depends on how often one needs to retrieve the documents.
At my company, servers but not scanners exist, and many people already have two monitors.
Here are some of my recollections about the costs associated with transitioning to a paperless office.
I was recently employed for a month and paid $13 an hour archiving documents for a medium-sized (~40 fulltime employees) office in a much larger company. The office was transitioning to paperless records, and the entire previous year’s worth of printouts had to be scanned. There were three other people on my team. We each had a commercial scanner that the company had purchased new. The scanned documents were stored on multiply redundant company servers that had to be purchased for this transition. Every person in the office received a second monitor. The internal IT staff spent months on the transition, and a number of highly paid executives had to spend a not-insignificant amount of time deciding on the configuration of the final system. Additionally, another IT firm was contracted to set up some large portions of the system. While I was still there, the servers crashed and went down for a day and the office mostly halted, being unable to continue much of their work without access to their digital files. I witnessed frustrated staff vent some anger about the new system occasionally and support for it was mild at best.
Going paperless requires a very large commitment of resources up front and can significantly negatively impact productivity if everything doesn’t go exactly as planned. And even if things do go well, at that.
My workplace does things in a similar way, scanning in documents by hand without ‘interpreting’ them in any way. (The result is helpful; you can go on your computer and look at a patient’s chart without having to physically go to their hospital campus; but it’s also unhelpful in that you can’t run a keyword search on anything in the charts, because they’re saved as images as opposed to more search-friendly formats.) It looks messy and inefficient to ME that they’re keeping both paper and digital records, but I’m sure the immediate cost of making a full transition would be enormous.
Still, I can’t imagine that offices in fifty years will still be using this half-and-half method. As technology advances, maybe the transition will get easier; parts of the transition process itself could be automated, with software automatically converting scanned images into searchable text files. Either way, I think the transition has to be made eventually. (But that’s a personal opinion.)
See my Australian Electoral Commission example. I can assure you that even a basic image scan is far easier to deal with than all the physical paper all the time. Particularly in 2011 rather than 1993.
Mine too—a bank.
We’ve launched a company-wide project to estimate the cost-benefit relationship of scanning all new documents vs. scanning all new + existing documents vs. continuing like now. Perhaps not surprisingly, scanning new documents but not old is the most cost-efficient. This obviously depends on how often one needs to retrieve the documents.
At my company, servers but not scanners exist, and many people already have two monitors.