The Paperless Office: Myth or Reality?

04/23/2015
COMPANY PROFILE

Today, schools are mired in paper records. When the process of filing paper started decades ago it might not have seemed like a problem. However, the mountain of documents has only grown and for most districts it has become unmanageable. That’s where a Document Management System like etfile comes into play.

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“I strongly believe that etfile is not only good for our district but for other school districts. There’s definitely a need out there, I know just from talking with other Iowa school districts. I tell them, it’s great to realize a monetary savings but there’s just so much more that you can’t put into financial terms.” ~ Ed Chabal, Director of Business and Finance, Mt. Pleasant Community School District

Most school districts recognize the need to go paperless, but for many they don’t understand the true benefits going paperless will bring. Consider the following:

How much money does your district spend to print documents for the sole purpose of archiving the paper?

The cost of paper, ink, folders, cabinets, staples, paper clips and other items quickly add up. These needless expenses often far outweigh the total cost of an electronic filing system.

How efficient are your office workers?

How much is it costing you to pay office workers to file and search for documents that could be done in a third of the time with an electronic filing system? It’s not uncommon for organizations that go paperless to see efficiency gains by up to 30%. This ultimately gives employees more time to work on meaningful tasks.

How secure are your documents?
What happens if there is a fire or flood? What happens if an employee simply puts a document in the wrong place? What security measures are taken to keep people out of a cabinet or closet? Paperless filing offers many different security methods, such as, document encryption, user permission-based access, geo-redundant backup and analytics tools to offer the greatest security possible.

What does the future look like?

The longer documents are filed as paper, the larger the problem gets. With physical space already at a premium where will all this paper go? Some districts have even started renting self-storage units or paying companies to store paper for them. By going paperless school districts will solve the paper problem instead of trying to hide it.

A Message from the President, Mark Linton

Since working with schools we have found the biggest challenge in helping them to go paperless is not the cost of the system or knowing that going paperless is a common sense move. The biggest challenge has been CULTURE SHOCK. Humans are naturally adverse to change and it’s easy to do nothing. However, there is a cost of doing nothing especially when looking at the infinite benefits document management software can bring.

At etfile our philosophy is to make the transition to a paperless environment as easy as possible. That doesn’t mean just creating an intuitive and user friendly system. Seeing the customer succeed is our #1 priority which is why we put a strong emphasis on training and consulting. Any software product is useless if people are scared to use it. The goal in our training is to minimize the fear of change and lead you to a more efficient and easy way to manage your documents.

When you work with etfile you get more than just a product, you get a partner that is invested in helping you become a better operation.

“I strongly believe that etfile is not only good for our district but for other school districts. There’s definitely a need out there, I know just from talking with other Iowa school districts. I tell them, it’s great to realize a monetary savings but there’s just so much more that you can’t put into financial terms.” ~ Ed Chabal, Director of Business and Finance, Mt. Pleasant Community School District

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Issue 18.3 | Winter/Spring 2017

Southeast Education Network

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