Business Information Systems: Paperless Office Transition Case Study

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MITS4001 Business Information
Systems Case Study and
Presentation

Table of Contents
Introduction......................................................................................................................................2
Question 1:.......................................................................................................................................3
Question 2:.......................................................................................................................................4
Question 3:.......................................................................................................................................5
Question 4:.......................................................................................................................................7
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
Table of Figures
Figure 1: Advantages of digitalization............................................................................................4
Figure 2: Document management system........................................................................................5
Figure 3: Paper-Less Technology....................................................................................................6
Figure 4: Workflow Management System.......................................................................................8
1

Introduction
Paper was invented nearly two millennia ago by Chinese and proved to be the most significant
investigation to be used in each and every field for especially for the record keeping as well as
documentation purposes. However, with the increase in activities and working of an
organization, company as well as business, it becomes hard to use paper for all the works along
with their management and documentation resulting in movement of an organization towards a
paperless system.
In this report, detail of different activities used for the management of paper and adoption of the
paperless system by an organization has been discussed including issues and benefits with the
new system.
The main aim of this report is to improve the knowledge and awareness of an individual for the
implementation of the paperless system in their organization.
2

Question 1:
In modern days every person wants to get a solution for their concerns in a minimal time span.
Digitalization solves various related problems and issues relating to the time consumed in
rectifying an issue. Digitalization provides a centralized space to store and manage all the
concerned messages and their resolution. The old working system has many issues that made the
resolution for any concern a time consuming and costly process. As in Liverpool Direct and
Hyde the old system deals with the integration of paper to manage every task of the business
such as in Hyde the core practice was to recruit the capable person was done in various steps that
took a long time to process as the application and replies had to go through various departments
using paper and communication was only made using the post mail that took very long time to
get response from the candidate and recruiters. In Liverpool Direct the old system was used to
deal with the issues of customers and clients related to the benefits claims to their resolution and
messages or notification to the organisation. Due to the very time-consuming process and
ineffective dealing these organisations choose to strip the old system out and implemented the
new system and digitalized. With the implementation of both these organisations has gained the
effectiveness and control over the process as these organisations stripped out 80% of the paper
work and replaced them with the digital operations [1].
The new system has gained the following advantages:
1. Better communication channel
2. Better and on time resolution
3. Better team management to work management
4. Improves effectiveness and efficiency
3

Figure 1: Advantages of digitalization
(Source: [2])
Question 2:
Document management systems are one of the most important systems that is used to keep a
record and track and even manage all the necessary documents that are the most necessary part
of an organisation. Document Management System is used in an organisation to keep a proper
track of all the important document as well as their indexing so that they can easily be tracked
down and managed within the organisation in an effective and efficient manner [4]. Apart from
Scansoft’s paper Port Office there is an ample number of related DMS system are available in
the market at present time such as SOHODOX. This is one of the easiest and most effective
management systems to manage documents in a large or small business. SOHODOX offers lots
of features that are useful for any business. Such as:
1. Effectively organise all kinds of documents: SOHODOX provides access to all the
required documents at single place. SOHODOX provides various options to find the
desired document without any hassle and support almost all types and formats of
documents.
2. Helps in Improve Efficiency: SOHODOX provide features to manage documents
operations such as scan document, create or resolve queries in a very easy to manage
tools.
4

3. Multi-user support: SOHODOX provides accessibility to connect with all the
employees and connected users at a centralised and secure environment.
4. Secure and Safe: SOHODOX provides a completely secure and safe environment to
share an important and confidential document to its authorised person using e-mail and
has a mechanism that controls user access permission to a file or folder [3].
Figure 2: Document management system
(Source: [5])
Question 3:
Despite working every day will take place on the electronic devices or the gadgets and also gives
the priority of the communication passing by the digital empire. When a lot of paper was lying
on the desk or in the office was so well that’s why the paperless communication process via
electronic devices is an efficient or less time-consuming process [7].
Recently, it can be seen that the papers were cutting back by usage of them was not only
modernize the workplace, it also adds it to the green authorizations. But it will produce tangible
gain financially. On the recent times, the paper usage or the consumption was also high or
increased day by day.
5

Figure 3: Paper-Less Technology
(Source: [8])
This paperless technology will play a significant role in the businesses. Mainly, it will effect in
the coordination part and also consider the print strategy carefully. Alternatively, the strategy of
paperless activity where been implemented and also involved replacing aging and diverse
printers with the new devices with multifunctioning. These devices will enable the paper-free
documents were followed such as fax or the scanning machine to the email communication [9].
This paperless environment of the organization was so difficult for achieving it but it will be a
more effective and less time-consuming process. It was difficult because all the workers want the
printing papers on the day by day printing papers. They want the evidence of hard copies as the
reason the highlighting demands, printing and also compliance the requirements. It was the
desirable goal of any organization or the offices.
6

Question 4:
The workflow management system is a system that refers to a complete environment helps in
optimizing and controlling the paths of data for successfully completing a task in a process. This
system helps in setting up of a complete path to manage the workflow of an organization by
mapping the work in an ideal state, helps in finding the tasks that are gone redundant, setting up
of automation in the process, provides various areas of improvement in the organization.
Workflow management system provides various features that can change the business process
and can act as a driver for project success:
1. Workflow Designer: WMS provides a feature to design a proper workflow for the
organization in a graphical representation. This feature helps to create an effective
workflow design without any complexity.
2. Form Modelling: WMS provide the feature to manage the user and employees’ opinions
using the form as created by the WMS. WMS provides an easy platform to design and
deploy an effective form to collect opinions and feedbacks.
3. Integration of Documents: WMS provides a feature to access all kinds of documents at
a centralized place by integrating the documents from various sources and storage units
such as Dropbox and more [6].
4. Generation of Report: WMS provide a feature to get the timely report of the workflow.
This system provides detailed information of the current progress and of the workflow
and how much task are completed in order to meet the desired goal of the organization.
5. Notification and alerts: WMS provide all the necessary notifications and alerts over
every activity outframed in the WMS to gain complete information and to track the
progress of the desired goal.
7

Figure 4: Workflow Management System
(Source: [6])
8

Conclusion
Here, in this report, the role of paper and the issues related with the overuse of paper in various
activities under different organizations, companies, and industries have been explained to draw
the attention toward the implementation of a new paperless system. Different benefits of the new
paperless system and their significant impact has been shown using two different companies
named “Liverpool and Hyde group” for the better understanding of the techniques and methods
used for the paperless system for proper planning and implementation of the new paperless
system by the organization resulting successful completion of the report.
9

References
[1]A. Dominguez, "Digitization of business:8 advantages of the digital transformation", eHorus,
2019. [Online]. Available: https://ehorus.com/digitalization-of-business/. [Accessed: 04- Apr-
2019].
[2]"The Digital Workplace - Your workplace of the future", Digital Workplace, 2019. [Online].
Available: https://your-digital-workplace.com/en/. [Accessed: 04- Apr- 2019].
[3]"SOHODOX | Features", Sohodox.com, 2019. [Online]. Available:
https://www.sohodox.com/features/. [Accessed: 04- Apr- 2019].
[4]"Document Management System: What It Is, and Why It's Useful", eFileCabinet, 2019.
[Online]. Available: https://www.efilecabinet.com/what-is-a-document-management-system/.
[Accessed: 04- Apr- 2019].
[5]"Document Management :: Products", Thoughtgreen.com, 2019. [Online]. Available:
http://www.thoughtgreen.com/tg/docmang.php. [Accessed: 04- Apr- 2019].
[6]"Top 10 Features Every Workflow Management System Should Have.", KiSSFLOW, 2019.
[Online]. Available: https://kissflow.com/workflow/workflow-management-system-10-must-
have-features/. [Accessed: 04- Apr- 2019].
[7]"Realising the paperless revolution: how rostering in the NHS went digital - Sheffield Hallam
University Research Archive", Shura, 2019. [Online]. Available: http://shura.shu.ac.uk/18943/.
[Accessed: 04- Apr- 2019].
[8]"Will there ever be a 100% paperless office?", Concur, 2019. [Online]. Available:
https://www.concur.com.sg/newsroom/article/will-there-ever-be-a-100-paperless-
office1499070731860. [Accessed: 04- Apr- 2019].
[9]"Digitalization, Digitization, and Innovation", Taylor & Francis, 2019. [Online]. Available:
https://www.tandfonline.com/doi/abs/10.1080/08956308.2018.1471280?journalCode=urtm20.
[Accessed: 04- Apr- 2019].
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