Going paperless
The cabinet is not slow. The round trip is.
Paper is not hard to read. It is hard to be in two places at once, hard to search inside, and hard to put back.
Finding one document
A round trip, and it only works if the last step happens
Four of these five steps are effort. The fifth decides whether the document is ever found again.
On paper
- 1Work out where it livesCabinet, drawer, then folder
- 2Walk to itAssuming it is in this building
- 3Pull the fileNow nobody else can have it
- 4Use itThe only part that was the actual job
- 5Put it back, correctlyThe step that decides whether it is ever found again
The dashed leg is the one that gets skipped.
Once it is captured
- 1SearchOn a field value, or words inside the page
- 2Open itFrom wherever you are, at the same time as anyone else
No return leg, because nothing was removed.
Not a matter of trying harder
Four things a cabinet cannot do at all
These are not slow on paper. They are impossible, which is a different problem.
Two people, one document
A paper file is in exactly one pair of hands. Nobody else is reading it today.
Search inside the page
A folder label is all you get. The words on the paper are not findable.
Give it to the public
Published folders put chosen documents on your own site, with no login and no visit.
Know it was taken
A missing file leaves no record. A document keeps its own event history.
How the paper gets in
Two ways, depending on how much of it there is
Neither of them is typing it in again.
Digital mail center
Paige
Reads every page, works out what it is, pulls the values off it, and sends it onward already indexed. Cloud, and always on.
Explore Paige
Volume and on-premises
CapturePoint
Production scanning where the paper is measured in boxes, and for work that cannot leave the building before it is processed.
Explore CapturePoint
The backlog in the cabinets can be scanned at its own pace. What usually changes first is the paper arriving from today onward.
FAQ
Paperless questions
Through a scanner, or through CapturePoint where the paper is measured in boxes and cannot leave the building, or through Paige, which reads what arrives and pulls the values off it before it lands.
No. Scanning the cabinets is a project of its own and can run at its own pace. What usually changes first is the paper arriving from today onward, because that is where the work is.
Yes. Document text is searchable, including text recovered from scanned paper, so a phrase you remember is a way in rather than a reason to open twenty folders.
Publish the folder. A published folder can be embedded in the site you already have, so the request is answered before it is made rather than becoming a visit to the office.
Start with this week's paper
Create a free account, scan one day of it, and search the words on the page instead of the label on the folder.
Prefer to talk? Call (863) 937-0272