Wherever you are on your journey to process modernisation, we can help you go further. We can help organizations of all shapes and sizes transform the way they work. We can work with you to seamlessly integrate paper and digital workflows, automating information capture, storage and distribution to accelerate operational performance.

1. STREAMLINING
PAPER PROCESSES
IN A DIGITAL
WORLD
WHY SOME OF THE BEST OPPORTUNITIES
FOR WORKFLOW EFFICIENCY CAN
BE FOUND WHERE PAPER MEETS DIGITAL

2. We all know that ...
DIGITAL PROCESSES
STREAMLINE THE FLOW
OF INFORMATION
THEY ENABLE PEOPLE
TO WORK FASTER
AND SMARTER
But we also know that...
2

3. MANY ORGANISATIONS STILL
HAVE PAPER DOCUMENTS
IN THEIR WORKFLOWS.
And that can cause
unnecessary problems...
3

4. 1
Bridging the Information Worker Productivity Gap,
IDC Whitepaper, 2012
of information workers’
total time is spent
dealing with problems
and time-consuming
tasks that arise with
paper documents1
.
7%
4

5. 25%
A quarter of that
time is wasted due
to fruitless searches
and document
duplication1
.
1
Bridging the Information Worker Productivity Gap,
IDC Whitepaper, 2012
5

6. WHEN WE THINK
ABOUT WHERE AND
HOW THIS HAPPENS,
some of the following may sound familiar…
6

7. You need to file or
submit hard copies
for compliance or
regulatory reasons –
policies, procedures,
contracts, financial
supporting documents
and receipts.
Or... You need a
physical signature
– on-boarding
documents for new
employees, time
sheets, sick notes,
holiday forms, staff
records.
Maybe you
need to fill out
forms by hand
– expenses,
service reports,
customer
contact details,
questionnaires.
7

8. Or perhaps you’ve simply
always used paper before…
IN OTHER ORGANISATIONS,
WE’RE SEEING THAT PAPER
DOESN’T HAVE TO BE A PAIN.
8

9. ?Here are five questions to help
you pinpoint areas where you
might still be suffering ...
ACROSS YOUR ORGANISATION
THINK ABOUT …
Mailroom
Customer Service
Logistics
Distribution
Finance
HR
Sales & Marketing
9

10. 1. How much time is wasted on processing paper documents
or manually entering information?
Think of all the situations where people are still typing in details from printed
forms or from one set of electronic documents to another. Where are the highest
volumes and where could those people better use their time?
2. How many errors result from rekeying data?
From supplier payments to customer billing and contracts, this is a major
productivity and compliance challenge. Are you currently measuring how many
queries, revisions and rejections occur across your business processes?
3. How many documents are lost in your processes?
Not easy to monitor – but you can get an idea by measuring and following up
on third-party queries, approval delays and rejections in your business processes.
Pay close attention to any areas where you use hard copy documents and
handle them manually.
10

11. 4. How difficult is it to track, share and retrieve
paper-based information?
Look for symptoms like some areas of customer service being less
responsive than others. Remote and mobile workers may be taking
more time to approve critical documents like contracts and budgets.
Management, finance and admin staff could be wasting time chasing
queries, confirmations and sign-offs. Stressful and costly audits could also
flag up difficulties checking back on who changed what, and why.
5. How much valuable space is taken up
with paper archiving?
Review which areas of your organisation still store paper and how long
it’s kept. Could this information be stored in other ways and still meet
regulatory requirements? Could you digitalise and centralise storage?
What could you do with the space (and time) you’d free up?
11

12. e.g.
And here are six examples
of how you can make a
positive difference...
12

13. .
1. Capture information from paper quickly and accurately
using intelligent scanning technology – and integrate with
your electronic document management
This is a key stage in process automation – in most cases, this
technology means your people won’t have to retype information
from one document to another anymore.
2. Share the right information with the right people,
in the right places
Put in place policies that ensure information can only be sent to the
right people, and will be stored securely. Automation can help
enforce these policies and strengthen compliance.
13

14. 3. Easily monitor and track the progress of documents through
your processes
Use robust, user-friendly information management software in conjunction
with smart scanning to speed up invoice processing, customer on-
boarding, HR approvals and all sorts of other admin tasks. People can see
at a glance where documents are in any approval or editing process –
and what’s slowing things down.
4. Instantly find and retrieve the relevant information you need
Once you’re digitising and processing documents effectively you can
speed up access to all kinds of information. Intuitive search (through
metadata, not just filenames) can be applied to areas like:
• Supplier contracts and payments
• Employee records
• Company policies
• Customer communications, deliveries and agreements.
14

15. 5. Eliminate unnecessary paper storage
Filing cabinets still take up large amounts of space across
organisations. By automating the digitisation of critical documents
you can reduce or eliminate the need for hard copy storage and
free up significant space and resources.
6. Improve transparency and reduce business risk
Digitisation and information management software can make a
big difference to the transparency of many processes. Consider
supplier payments: being able to easily track any changes to an
invoice throughout its history, and quickly access the supporting
documentation, strengthens the audit trail and cuts Finance
team workload.
15

16. WE CAN HELP ORGANISATIONS OF
ALL SHAPES AND SIZES TRANSFORM
THE WAY THEY WORK…
…and we can help you too.
We can work with you to seamlessly integrate paper and
digital workflows, automating information capture, storage
and distribution to accelerate operational performance.
16

17. WHEREVER YOU
ARE ON YOUR
JOURNEY TO PROCESS
MODERNISATION,
WE CAN HELP YOU
GO FURTHER.
17

18. The following three examples
show how small changes can
have a big impact …
Any document or electronic file can be instantly
captured. From personnel records and property
documents to student loans and education records,
we have a one-stop-shop for information, in most
cases eliminating the need to keep paper records.
MICK COOK
PROJECT MANAGER, NORTHUMBERLAND COUNTY COUNCIL
“”
18

19. Our customer service representatives can email the
customers the information they’re looking for straight
away, without having to go through the hassle of first
finding it in the archive, scanning it, emailing it and
then filing it away again.
KEITH WRIGHT
GENERAL MANAGER, TEAM GLOBAL
“”
“”
Now we know at all times where a document is and
where it came from in the process. Moreover, we can
assign permissions on the category level and down to a
single document. This has resulted in greater agility and
control of our work reports and invoicing.
MICHAEL WAGER
FINANCE DIRECTOR, ASTILLEROS DE MALLORCA
19

20. If there are any areas of particular interest that
you would like to discuss further, or to set up a
meeting please contact us.
Or ask one of our experts to get in touch about
how we can help you across your information
and document management processes
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