Ready to go paperless? If you’re feeling buried in paperwork, you’re not alone. Starting a paperless journey can feel like you’re upending everything, but with a few basic steps, it’s surprisingly manageable.
Here’s the thing: going paperless isn’t just about going digital. It’s about creating an efficient, clutter-free way of managing documents that actually makes life easier. Here are our five Evolve beginner-friendly steps to help you set up a paperless document management system that works.
Digitise and Archive Using OCR for Easy Retrieval
Let’s start with one of the most helpful tools in the paperless kit: OCR, or Optical Character Recognition. OCR transforms scanned documents into searchable text, meaning you won’t have to sift through endless files to find what you need. This isn’t just about convenience-it’s a genuine time-saver.
Here’s an example: imagine you’ve got years of old records. Instead of filing cabinets full of paper, OCR lets you type a keyword, and, voilà, it’s there in seconds. The UK’s National Archives recommend OCR as essential for accessibility and compliance with archiving standards, especially for long-term records.
So, by using OCR, you’re not just getting organised; you’re also ticking the right boxes for regulatory compliance. Tools like Evolve’s-own Agility make this process straightforward. Simply scan, label, and save, and you’ve turned a drawer full of paper into a digital, searchable archive.
Use Cloud-Based Document Management Systems (DMS) with Built-In Security Compliance
Ever panicked about leaving an important document on your desk at the office? Cloud-based DMS puts your files at your fingertips, no matter where you are. With remote and hybrid work becoming the new normal, having on-demand access to documents isn’t just a perk- it’s a must.
In the UK, data protection is a serious business, especially under GDPR. So, picking a cloud provider that’s compliant with UK laws is crucial. Services like Evolve Document Solutions Agility come with encrypted storage, access controls, and audit trails to keep everything secure.
The Information Commissioner’s Office (ICO) insists that cloud services meet data privacy standards, giving you peace of mind that sensitive documents are stored safely. A cloud-based DMS also means fewer hard copies floating around, reducing the risk of lost or damaged documents.
Plus, there’s no need to fill up drawers and boxes with paper- everything you need is stored, backed up, and instantly accessible.
Implement Digital Signatures to Eliminate Paper-Based Approvals
Signatures are often the last hurdle to going paperless. But these days, they don’t need to be. Digital signatures let you approve documents instantly without printing, signing, and scanning. And yes, they’re legally binding in the UK-HMRC, and other official bodies accept them, which shows how mainstream this option has become.
Digital signature platforms like Adobe Sign or DocuSign are simple to use and widely trusted for their security standards. Just upload the document and add the recipient, and they can sign in seconds. Not only does this save paper, but it’s also much quicker, especially when you’re working remotely.
The UK Government’s Digital Services Standards confirm that digital signatures are legally sound and efficient, making them a must-have for anyone looking to cut out physical paperwork.
Adopt a ‘Digital-Only’ Document Policy
Going paperless can sometimes require a strong stance, and that’s where a ‘digital-only’ policy comes in. This is where you commit to only creating, using, and storing digital documents. Now, this might sound a bit daunting, but think of it as a productivity boost, not a strict rule.
Many organisations in the UK, especially those focused on digital transformation, find that a digital-only policy doesn’t just reduce waste; it saves money and time, too. According to the Chartered Institute of Personnel and Development (CIPD), businesses that commit to digital transformation report improved productivity and reduced costs.
Simple practices, like requesting digital invoices from suppliers and switching to email over physical mail, can be small steps with big impacts. The result? Less clutter, quicker access, and a more efficient way to handle documents across the board.
Set Up Automated Digital Workflows for Repeated Processes
If you’re dealing with repeated tasks – say, approving invoices or onboarding employees – automated workflows can save you from endlessly printing, signing, and filing. With an automated digital workflow, each document moves to the right person or department with just a click, keeping things moving without a hitch.
Systems like Microsoft SharePoint, Google Workspace, or Evolve’s very-own Agility make it easy to automate document flows. Once set up, a workflow can send reminders, store documents in the right folders, and ensure everyone involved in a process has done their part. According to the British Assessment Bureau, businesses using automated workflows have fewer errors and faster document handling times. Plus, you’ve got a digital trail of every document’s journey, making compliance and tracking easier.
Taking the First Steps to Paperless Document Management
Going paperless might seem like a big change, but by starting small, you’ll find each step makes the next one easier. Begin with a few changes, like digitising important documents with OCR and setting up a cloud storage solution. Once you’ve got the basics down, automating workflows and implementing digital signatures will feel like natural next steps.
With a bit of planning, you’ll save time, reduce clutter, and maybe even enjoy the freedom of not hunting through filing cabinets. Going paperless isn’t just good for the environment – it’s a practical way to make your daily routines smoother, faster, and less reliant on stacks of paper.