Going Paperless

Going Paperless

The key to going paperless has all to do with process first. If you do not construct business processes that deal with 0-1 touch paper thoughts (0-1) (never having paper or an organization touching the paper once) all is irrelevant. Achievement of paperless goal is not cheap in the short term. However, the long-term savings can be strategic.

Paper inputs come from three main sources one internal, document production, and two external, customers and vendors. Implementing 0-1 requires the compliance from all sources. You can mitigate external sources by using digital technology, provided the source is technically capable. I have implemented technology that included EDI, web, ACH, and digital fax processing that have achieved 0-1. In my experience, a reduction by 95-99% of external is achievable.

Internal is a far greater barrier. It requires a greater focus on employee training especially curing the nasty habit of many people to print and view. An identification of the processes that create/handle paper must precede training. Once identified, process re-engineering, followed by training, can help achieve the 0-1 goal. User involvement in process re-engineering is mandatory. Employee buy-in is the most crucial element.

A scenario:

Freight forwarder uses multiple vendors (delivery agents/long haul carriers) to move client product.

Proof of delivery (POD) is required from the vendor, as a supporting document for the customer and government.

Using EDI and digital fax processing customer delivery orders are entered into the system. The system routes the orders, selecting the vendors, and posts the orders to the vendors (1-8 vendors per order) through EDI, or the web (website enables the vendors to eliminate manifest creation due to EDI).

Delivery is made and a POD is captured. It is faxed back to the company and through digital fax processing it is linked to the order and then available to the client on the web.