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Scan123 is the easiest, most cost-effective electronic document management system available today.

The Paperless Office (Almost)

This free 10-minute webinar explains why to go paperless and how to do it at your business with Scan123 in simple, jargon-free language.

Video Transcript

PAUL DEMORET: Hi, I'm Paul DeMoret, managing partner at a large scanning company.

What you can expect from this webinar today is we're really going to help you understand why and how people go paperless and the features and benefits that you can expect to receive.

We know time has value and the reason you've come here today is to help find ways to run more efficiently and cost-effectively in your business no matter what industry you're in.

What we're going to do is walk you through the steps necessary to make good decisions in going from a paper-filled office to a paperless office - almost. That will definitely help you cut costs and become more profitable in your industry.

Thanks a lot, and now I'm going to go ahead and turn this over to Gordon Vavrek.

GORDON VAVREK: Hey, thanks so much, Paul. I look forward to walking us through this webinar today.

Some of the topics we're going to be covering are your paper-filled office that you are working in today and some of the problems, issues, and opportunities it presents. And then how we can cut costs by going paperless, some of the features and benefits, and the necessary steps for you to consider this and get moving forward. So with that, let's get started.

So we are aware that you do have choices out there, and your choices break down into three categories. One is to just go ahead and change the way that you are handling your paper. Just keep your paper. Store it, save it, move it around, keep your expenses where they are, make it difficult to maintain competitiveness in your industry, and definitely compromise your security.

The next one would be a software-based product, which would mean you get to go buy more hardware and servers for your company and people to manage those, whether they are employees or subcontractors. And probably very limited usership. So it's the most expensive way to go, and you get a very limited rollout throughout your company. Not the most efficient way to go.

Then the third way would be a good web-based solution. The only hardware you need are a few scanners, maybe just one scanner in your company depending on how big it is. And then a company that will train your people virtually or on-site. They'll train you, give you live demonstrations, and give you a period of time to try the product out with no risk to your company. A web-based solution would be the first and foremost place I'd look as you're planning on going to a paperless office.

Let's look at what happens in your paper-filled office and where the problem comes from, and then do just the exact opposite, see where the real opportunity comes from.

Your productivity is severely hampered by the amount of time and energy you spend filing paper today in comparison to scanning and electronic document management. It's expensive to store the paper, and it seems like the cost of your office supplies is going up every single month. Then there's the cost of your labor, the lack of information security, and the cost of the paper that you're saving. Those are real problems that you need to consider. Then are you prepared for disaster? What kind of backup do you have? What happens if there's a fire or a storm of some type that damages a lot of your paper? There's the competitiveness of your industry. Are you being hampered in how competitive your pricing can be based on your margins and how expensive it is to run your company? And then there's just your ability to effectively serve your customers. That's not always the easiest to do with a paper-filled system. So those are problems which really end up being great opportunities.

So as you're looking at this paper-filled office that you have, and you're considering going paperless, just know that some of the problems that you have really are opportunities: ways that you can win back some time of your people, the time that they are spending filing, looking for files, retrieving files, putting files away, and the lost productivity that comes with wandering around the office to file papers. So just know that you're going to get that time and productivity back by going paperless. You'll never get it back staying with the paper that you have.

And then are you legally compliant in the way that you are saving and storing your documents, your employees' documents, and your customers' information? You need to really understand what your security and compliance requirements are and make sure that you are meeting those.

In this last little look at your paper-filled office here, we just want to say that we know that your bottom line has dropped down considerably, that your revenues are down, and the cost to run your company is up, leaving a much smaller (if any) bottom line, the profitability of your business. So what we want to do is help you attack those fixed costs. Attack them in such a way that your people aren't given more duties and more things to do, that you're able to actually get more productivity out of your people because of increased efficiencies, increased security, and the many other benefits of the paperless office without making compromises.

So we know that you're running on a smaller budget, and that it's important that every dollar counts. We want to help you save you more of those dollars to your bottom line.

So where do some of your opportunities to cut your costs come from? This is a place for you to plug in your numbers, and those numbers include all your filing supplies and the time you spend filing, refiling, looking for files, transporting files, couriering files around. So we'll supply you with this. It's a nice simple-to-read, easy-to-use spreadsheet. Have your office manager or your controller fill in the blanks; it'll take them about two minutes. And immediately you'll have an idea of what you're spending and really what the true value of a paperless office can be. This will be a good place for you to see how to save money and where it's going to come from.

So once you have that spreadsheet filled out, that's going to give you your starting point. What am I spending today to file paper? Whose time can I free up if they could spend less time filing and refiling? Where could that freed-up time go, and what could I have them doing instead? And that time is going to be time that they aren't spending looking for files, retrieving files. In your business, your more expensive people, senior management and ownership, are the people that need things that you have filed away. Let's not make them spend any time at all searching for files, just a few seconds to find a file instead of minutes and minutes over and over every single day. And then your lowest-paid people filing. We can again cut that down to seconds instead of minutes. So how much time is spent generating files, how much time is spent retrieving files, and what are you spending storing your files? Those are where your real savings are going to start being very evident.

What we've learned over the last six or seven years with our scanning solution is that the two biggest features and benefits are time and productivity, the benefit being the extra-productive work that gets done as a result of the time not being spent having to file, and refile, and look for files in off-site storage. So you file something once, just as this person is doing on the screen here, and it never has to be filed again. You can move it around with the click of a mouse, access it with a click of a mouse, even add to it, you never have to refile. With a good web-based solution, you're going to be able to retrieve these files from any internet connection if you've been given those permissions on the front end, you'll be able to log in from any internet connection and have your office filing cabinets at your fingertips. Minimize the amount of time people spend wandering around the office talking to others as they are putting files away or they're retrieving files. The last big thing is, now what do you do with that extra time for them: put them to work doing things that are more productive, and accountable for the business to run more efficiently and more cost-effectively.

All too often, security and compliance are neglected and not looked at close enough in a paper-filled office. Going paperless will only enhance your security and compliance to your industry. It should break down into a couple areas: who can get into what file, what can they see, how hard is it to set up those user-level permissions, can we manage things that are added or removed from files, do we know who's done those things? And what kind of access do we have, as far as the network people can get into. If it's web-based, can we minimize the network that they're trying to access from, and can we control that from anywhere? And the answer should be a resounding yes.

The last piece here on compliance is, and again we're considering looking at a paperless office, that's why you're here, make sure that the product or solution you are looking for helps you to maintain your compliance, whether it's Sarbanes-Oxley, HIPAA, or GLB. Are you going to be able to be compliant using that system? Is there any extra cost, whatever that may be, but make sure you know what your requirements are for your industry and that your new paperless office helps you maintain that requirement.

So after going through all that information, what's really stopping you? And there's the three things that really come out the most. Cost. Boy, I don't know how much it costs, it sure seems expensive. Well, once you figure out what you're paying already for saving with paper, you have a good rule of thumb to start with. So don't let cost be an issue, make sure that you've really done your homework, but understand that the money you'll save should outweigh the cost.

Then there's the fear of what papers you really can legally get rid of. Ask your accountant, ask your attorney, they'll have a good input on particular types of paper and documents that you need to keep the originals of versus those that are okay electronic.

Finally there are just too many choices, and what we want to do is be a resource for you to help you minimize those choices. We'll help you understand what you do and don't need and be able to walk you through the process step by step. So it's time just for you to jump in and just get going.

None of us like to make poor choices. This webinar was designed to help you understand paperless offices better and to make the right choice, and make it a successful choice the first time. And the first and foremost thing to do is get the people in your office involved right from the start. These are the people that understand the flow of paper, storage and retrieval, and all the problems, inconsistencies, and issues that you might have, and the cost. Then as you get close to a couple of vendors, make sure that you understand what kind of support and training they have, what the cost of that training is, and where does it work throughout the process, throughout the time of your relationship with them, and what's the cost for that? And then see if they have any procedures set up that would be relevant to your company, and how to make them work for you, and is there any extra programming or things necessary from you. But just make sure that they have a real set-up and support team for you there. And then after you're up and running, what kind of ongoing training and after sales support do they have, get the pricing and make sure you ask those questions.

Then you just need to open your calendar, pick a date, and move forward. It's a decision that you will be glad you made, literally in less than 30 days after you're up and running. So pick a date and get running. So with that I'm going to turn all this over to Paul DeMoret, and thank you so much for sitting in on today's webinar on the paperless office.

PAUL DEMORET: Thanks for listening to the Paperless Office (Almost) webinar. Now that you've gone through this, you've got a lot of questions, and you may need some other help. We would like to help you. Here's our contact information. We're offering huge discounts for those of you who listened to the webinar. Contact us and let us help you start saving money and cutting costs today. Thanks again for your time, joining us for this Paperless Office (Almost) webinar. Make it a great day.

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Scan123 was created as an in-house document management solution for an automotive dealership in late 2002. Today, hundreds of businesses use Scan123 to manage their documents.  More >>