Posted on February 20, 2015, by Mary Gormandy White, M.A., SPHR, SHRM-SCP
Once you have decided to implement a document management system (DMS) for the purpose of taking your HR department paperless and selected a system that meets your needs, the next thing you’ll need to focus on is managing the transition in your workplace. It takes a lot of planning and training to pull off this type of transition, and you’ll also need to adjust some procedures.
According to Matt Peterson, President & CEO of eFileCabinet, “One of the important policies to establish when going paperless is access permissions.” He recommends, “Clearly define who will have access to documents.”
This is not the only procedural change to consider, Peterson points out, “Workflow may also need to be determined.” He says, “Choosing a DMS that offers automated workflow processes can enable process changes to go smoothly and effortlessly.”
Peterson emphasizes, “Educating your employees and co-workers is key to a successful paperless transition.” He recommends, “Build time for training and education into your overall transition plan. Doing so will ensure a successful transition to becoming a paperless office.”
According to Peterson, it is important to “clearly communicate your transition plan” to employees and “provide processes and software use training for all employees.”
Planning for a Smooth Transition
“A seamless transition to a paperless office requires careful planning and management,” Peterson advises. He points out, “Going paperless is not a simple task that can be implemented overnight. However, with careful planning, the transition can be managed with minimum cost and without disruption to daily operations.”
For the process to go smoothly, Peterson indicates that you will need a thorough project plan. He recommends, “Create a systematic project plan that addresses the digitization of all documents, hardware and software requirements, identification and classification of documents, and a staged transition until the entire office is paperless.”
Making the transition to a paperless HR department definitely requires quite a bit of work and time. However, the benefits of moving away from a paper-based department are well worth the time and energy required!
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