“In our industry, by regulation, most information has to be retained for a period of time. Instead of storing that information in locked-down filing cabinets, we’re able to store it electronically. This reduces the amount of space we need in our buildings for storage.
Because paper has a tendency to pile up, the retention feature looks to provide a big benefit to us. The ability to set retention on documents should allow for cleaner files and a simpler process to delete information when it is no longer needed. We look forward to transitioning from paper shredding to deleting information from the system electronically.
As we construct and design new branch offices, we are able to greatly reduce the amount of storage space needed. That space can be more effectively used for other purposes. And, last but not least, we are pleased to be able to conserve resources—less paper, ink, shipping, storage, etc. We’re happy about that.”
Western AgCredit has implemented eFileCabinet branch by branch, converting hundreds of paper files to paperless. In the process, they have been cleaning up files as they go, which Brown notes has been an additional benefit. Here’s his advice for a successful paperless transition:
“The key component that has led to our success has been planning. We carefully developed a comprehensive implementation plan that has proven to be very effective. That plan consisted of processes, timelines, documentation and instructions. We have also developed a team of paperless specialists within the company that have been very effective at leading the implementation and providing support at the ground level. Our entire approach was very systematic, which has led to a very successful adoption of the program.
Looking back, we have no reservation about our transition to paperless. We are very pleased with the results so far, and in the end will probably wish that we had done it sooner.”