In preparation for our sponsorship of AIIM’s World Paper Free Day on November 4th, we want to impart some inspiration to readers who are considering whether to embark on the paperless office journey. But first, we’ll start with some words of wisdom:
“eFileCabinet makes finding a file so fast, it’s ridiculous.”
This quote from Chris Beebe is proof he’s now on easy street with eFileCabinet, but it took a painful paper-dependent road to realize just how much his hospital needed a secure, HIPAA compliant software for digitally managing documents.
If there was ever a knowledge worker who simplified their job by going paperless, it’s Chris Beebe, Senior Director of Human Resources at Raleigh General Hospital. As part of eFileCabinet’s AIIM World Paper Free Day sponsorship, we’ve selected Beebe as our “Paperless Hero,” who hails from Beckley, West Virginia. With many years of experience as an HR professional in the healthcare industry, Chris has managed employee records at a Level III Trauma center and intervention cardiology units.
eFileCabinet selected Chris Beebe as its Paperless Hero because he took an extraordinarily intelligent and widely applicable path toward paperless – one from which many other organizations can learn how to increase their efficiency.
Chris manages the information of over 1,100 healthcare employees. He has a Ph.D., SPHR, and SHRM-SCP designations—making him one of the most credentialed human resources professionals in America. Being the bright, educated guy he is, he noticed some areas for improvement within his hospital right off the bat.
Upon coming to Raleigh General Hospital, Chris began looking at his information management systems to make for a paperless office. He asked members of the hospital, “Who controls our certifications?” Paper-based processes made the answers as multifaceted as they are confusing.
In responding to this question, one department would say to him, “Oh they have them over there,” then the referent group would say “Oh, no. They have them over here!”
Beebe identified that the source of this problem is what he defined as “the lack of definitive ownership,” which is “a must” that paper-based processes make practically impossible for human resources departments in hospitals and many other industries in general, to achieve. It’s why the paperless office has become such a valuable goal for HR departments.
So, in wanting to bring all these processes back to his HR department so he could establish definitive ownership, he had to pull education files from every department of the hospital, and consolidate them. But in order to do that, he needed to find a place to consolidate them that made retrieval of any file simple, and the security of each and every file a surefire thing.
Initially, Beebe looked all over the hospital for a good room with empty filing cabinets to store all the documentation. Once he realized he was dealing with 1,200 sets of folders, he became leery of storing all these documents in physical locations. Beebe had had it with paper-dependency. He sent out an email to all of his directors, asking “Do we have an electronic filing system?” Again, there were no consistent answers.
After implementing eFileCabinet, Chris was able to nix over a dozen six feet tall filing cabinets in his office, expedite file-based processes, and drastically improve information management within the HR department of his hospital.
We encourage you to discover the power of document management, and embark on a paperless journey toward profits, simplified compliance, and, ultimately, an easier life within the office.