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  • From Paperless to Working with Minimal Paper

    The widespread concept of a paperless office and the need for fast and reliable access to information drives many organizations to consider moving from a paper-based to an electronic information environment.

    Yet effective document management is easier said than done.

    Through my experience providing records management solutions for more than 550 organizations throughout Cyprus, the notion of a paperless office may not be even feasible. To get rid of paper it is critical to stop new paper records from being produced. Since the use of a digital signature as legal evidence is still a huge grey area, the need to preserve original paper documents, once scanned and captured, is still a necessity.

    The reality is employees will continue to create both paper and electronic records as a normal part of their daily activities, meaning that most organizations will have to manage both electronic and hard copy records resulting in complex hybrid record environments.

    Process experts

    Traditionally businesses invest in new technology and software to optimize business processes and streamline workflows, but soon realize that the implementation of new technology must take numerous critical document processes into account:how records are routed, how new information is added to existing records or files, the continual integration of physical and electronic data and the effect on existing records workflow.

    The key to implementing an efficient Electronic Document Management solution is having in-depth expertise in document-intensive processes to be able to align paper and digital policies harmoniously.

    Without investing in resources and technology, managing information in this hybrid environment is challenging and extremely costly. Policies need to be enforced and procedures need to be maintained in order to ensure the ongoing accessibility and protection of records.

    Today only a handful of organizations possess the in-house expertise and understanding of the best business practices to manage these documents throughout their lifecycle.

    Our experts focus on helping you make the best decisions, redesign your existing document management workflows and manage the smooth transition from physical to electronic records.

    The bottom line is that in order to take control of your information you need to look at document-driven processes in a holistic manner.

    An extension of your organization

    In the current economic environment organizations are continually looking for ways to improve their workflows. Due to the evident value provided, the result is the formation of increasingly strategic partnerships, achieved through outsourcing to a service provider able to take care of the entire document-intensive process.

    Our solution is focused on streamlining and simplifying the complex connections between people, documents and processes critical to your business.

    Bridge the gap between paper and digital documents

    As organizations begin planning for the transition to electronic records management they start to struggle getting the content into their document management systems.

    How do you manage documents that have been created over the years?

    How do you determine which documents need to be scanned and stored electronically, and which ones are best be kept as paper?

    How to you get that information into the document management system quickly and accurately?

    Where to you draw the line?

    Know what to scan

    Digitizing doesn’t mean scan everything, but knowing what to scan in order to improve productivity.

    Paper containing information that must be shared among employees needs to be scanned and saved.

    Some documents are only legally binding if preserved in paper form. In all such cases, the paper version must not be destroyed until legal advice on its use is sought. Users may wish to scan such documents and records if they wish to circulate them electronically, but the paper original still needs to be safely retained. The paper version, rather than the scanned version, will still be regarded as the legal version. In order to ensure these documents are accessible when needed, we link each electronic record to its physical location, thus eliminating any possibility of this document ending up misplaced, or worse yet lost.

    Fileminders: Hybrid Records Management Solution.

    “A hybrid file is a set of related electronic and physical records stored partly in an electronic file within the Electronic Records Management System and partly in a related paper file outside the ERMS”.

    Apart  from  being  compliant to international standards regarding the Quality (ISO 9001:2008) and Information Security (ISO 27001:2005), Fileminders is a step ahead, its Records & information Management Solutions meets the standards of the Modular Requirements for Records Management (MoReq) which will soon become an international standard.

    By meeting these requirements, Fileminders can assure you that through the connection between soft and hard copy documents will never be lost and we will provide you with any requested hard copy document as and when the need arises.

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