Surprisingly, most filing cabinet software deployment mistakes have little to do with technological factors, and more to do with how employees, managers, administrators, and executives relate to and train themselves to understand the technology.
This often occurs in the form of under-utilization of the system: a phenomenon that has wrongfully garnered criticism from enterprise technology skeptics for over a decade.
Avoiding this common issue requires implementing an organizations’ processes around internal processes, not vice versa. For instance, a supremely talented quarterback (filing cabinet software) on a football team (organization) should have a coach (filing cabinet software administrator) who structures the organization around the skillsets of his or her quarterback.
Problems arise for most organizations after implementing filing cabinet software and leaving it on the sidelines.
One of the most common and debilitating deployment mistakes organizations make after purchasing filing cabinet software is failing to restructure traditional processes to make full use of the technology.
For instance, many organizations will migrate data from the shared drive to a filing cabinet software without considering how their preexisting content best fits the system in terms of strategy, retention, collaboration, and compliance.
To ensure that this does not happen, follow the following guidelines in the order that they appear, as noted by enterprise information management research giant, DocuLabs.
The Filing Cabinet Software Process
- Study the filing cabinet software features
- Analyze the data and content, whether in paper format or digital.
- Identify how data and content can be structured within the system to maximize the benefits of its features.
Otherwise, organizations that have purchased any enterprise software and left it underutilized tend to blame their abandonment of the software on training, data migration, and implementation costs. While this argument is justifiable for certain enterprise software, it is not applicable to filing cabinet software.
For instance, many employees, regardless of where they work, already feel that they do not have the time to manage paper files accurately. Simply buying a solution will not resolve this information management issue.
Rather, a learning and training cycle that renders attitude and perceptual changes about the efficiency a solution brings is needed, as well as the three structural points mentioned above.
That’s why it’s crucial to help employees realize that adhering to a structure within a filing cabinet software, as opposed to paper processes, will not be difficult because there will be sufficient time to do it correctly.
Leveraging Filing Cabinet Software Capital
Additionally, do not fail to make use of the human capital the right technology frees up within organizations. Deployment is simplified by transferring responsibilities from paper records management to digital records management, and this may abridge certain employees’ roles within the company, freeing up time for them to contribute to the organization more productively through other means—and this freedom should be planned for so employees’ increased output and activity generates ROI.
For instance, the shift toward filing cabinet software will leave secretaries, records managers, and other document specialists with fewer tasks on their plate, and it is up to the system’s administrator to decide how these revamped resources can be maximized, reallocated, and potentiated.
Moreover, in planning, do not fail to account for simple, yet forgettable processes that may impact the time needed for filing cabinet software implementation and deployment.
Even processes as simple as removing paperclips and dislodging staples out of paper before scanning the content will have to be accounted for in measuring the positive outcomes of filing cabinet software implementation, however, the new single document mode and split document mode of Zonal OCR function as digital paperclips, appropriately segmenting portions of scanned or often used documents into digital chunks.