Streamlining Business Processes Through Digitization: A Report

Desklib provides past papers and solved assignments. This report analyzes the benefits of paperless systems.

Contents
Introduction......................................................................................................................................2
1. Why is it important to strip away old ways of working when introducing systems such as
those brought in by Liverpool Direct and Hyde?............................................................................3
2. Using the Internet as a resource, locate information regarding a simple document
management system, such as Scan soft’s PaperPort Office. How useful is such a product likely to
be within a department of a large company or a small business?....................................................4
3. What is the likelihood that the paperless office will ever be achieved?...................................5
Conclusion:......................................................................................................................................6
References:......................................................................................................................................7

Introduction
The assignment is based on a case study named “Cutting out paper speeds up the process”. The
case study includes examples of various companies who speed up their business process by
stripping away the paper from the process. For example, Liverpool direct is a company which
works for revenue collection and benefit payments. The process took an average of 140 days to
claim a benefit due to the large paperwork. To remove this company used a digitalized document
system. This makes the process faster. Similarly, Hyde group computerized the process of
recruitment. Before the digitization the recruitment process was difficult. After digitization, all
the information is available on the website. The assignment aims to answer the questions that are
based on this case study. This helps to build an understanding of the business information
systems. The report contains an answer to three questions that are based on the given case study.

1. Why is it important to strip away old ways of working when introducing
systems such as those brought in by Liverpool Direct and Hyde?
It is an important part of the benefits of the project to stripe away old ways. This makes the
process more efficient. In the case of Liverpool direct, the process of the company was very long
due to high paperwork. So, the company started to use the digitized document system. This
makes the whole process easy, this document can be referred by anyone at any time. The process
of scanning, segregation and triggering actions became easier. Similarly, Hyde group also
computerized the process of recruitment. This stripped away 58,000 sheets of paper a year.
Before this, information is received by the candidates in the form of a post. This took a long time
to complete the process of recruitment. Now every information is available on the website. All
the forms and information can be electronically forwarded to the interview panel. Candidates can
receive the result and details through email. The paperless system helps to increase the
efficiency of the work. Stripping out the paper from the system gives positive effects. For
example, in the case of Liverpool Caseload backlog has been minimized to 0 from 50,000. And it
also reduced the average processing time for the task of benefit claims to 19 days from 133 days.
It dropped the abandoned call rates to bits contact center to 5% from 50 %. It also reduced the
waiting time to 4 minutes from 2 hours. Also, the Hyde groups eradicated 153,000 sheets of
paper in a year with the help of its efforts of paper saving. Stripping away the old ways of
working that is based on mostly paperwork is important as paper-based work can take more time
to complete a task.

2. Using the Internet as a resource, locate information regarding a simple
document management system, such as Scan soft’s PaperPort Office.
How useful is such a product likely to be within a department of a large
company or a small business?
The document management system is a way to automatically organize, secure, capture, digitize,
tag, approve and complete the tasks with the business files. This makes it easy to combine the
digital files and paper into a single place. This can also support various file formats. Scan soft’s
paper port office is an easy way to convert paper into organized digital documents that can be
used by everybody. Paper port software can work with multifunction printers, scanners, and
networked digital copiers to convert paper documents into digital documents. This is helpful to
manage electronic documents in an easy to use a filing system. Paper ports software has large
and clear thumbnails of items that allow to visually, retrieve, organize and use the scanned
documents. The software also has scanner enhancement technology tools the ensure the good
presence of the scanned document and annotation tools allows to add highlights and notes to any
scanned image.
This kind of products (document management system) is very useful for the company. The
document management system has various advantages such as it can reduce the storage space,
improve the security of the system, improve regulatory compliance, freedom, convenience,
professional growth, make the process of retrieval easy, better collaboration, improvised backup,
disaster recovery plan, and intangibles. These advantages are described below:
Reduced storage space: to store the paper documents is an expensive task. A DMS can reduce
the requirement of boxes, cabinets and storage spaces and free the important office space.
Enhanced security: A DMS can provide better control on the sensitive documents. The access
can be controlled by applying various levels such as groups or individuals.

3. What is the likelihood that the paperless office will ever be achieved?
It is not a new concept of paperless office. Even though the complete paperless environment is
not possible. but stripping out as much paper out from the system can also give positive effects.
In reality totally paperless office still be ass far off as the paperless newsagent but paperless
environment can increase the efficiency of the work. A paperless office is somehow impossible
because every office needs a printed form of something whether it is for security purpose. It is a
reality that workers and employees always want hard copies of offer letters, reports and other
business documents. There are sound reasons for day-to-day printing such as evidence,
highlighting the regulatory demands and compliance requirements. It is in the norm of many
companies to use paper which led the paperless office concept a fantasy call. Although
alternatively a strategy can be implemented to replace the aging printers with the new
multifunction devices that can enable paperless document flow such as fax to email or scan.
Technology can be helpful to achieve this only if carefully deployed and considered. Mobile
printing apps are also becoming popular. Also, new technologies such as cloud computing made
the dream of paperless office, reality. Document processing and electronic signatures are
replacing the older methods of hard copy that is used in the governor’s office. There are three
things that are required to go paperless first is the source that can be used by the business to
capture and create electronic documents such as computer and scanner. Secondly, good
management software is required to handle archiving, storage and searchability of digitized files.
Lastly, the company requires a place to store the file. This place can be a hard drive or other
complex storages such as server or cloud storage. Although the process of going paperless will
take more time a small move in that direction is capable to save a lot of time, money and space
of the company.

Conclusion:
The assignment is completed successfully. The report is based on a given case study named
“cutting out Paper speeds up the process”. The case study mainly focused on the importance and
benefits of the paperless office system. The case study included two examples of companies
named Liverpool and Hyde groups. This shows how these companies made the business process
easy and efficient with the help of digitization and paperless systems. The assignment included
three questions that is successfully answered on the basis of the case study. This helped to
understand the importance of stripping away the traditional ways of working, the importance of
document management system and the likelihood of achieving a paperless office. This helped to
understand that the paperless office system can save a lot of time, space and cost of the company.
This is also able to make the process efficient and user-friendly.

References:
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Mar. 2019].
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automatic notifications. U.S. Patent 9,542,425.
Mims, C. (2016). Why the Paperless Office Is Finally on Its Way. [online] www.wsj.com.
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new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3), pp.47-55.
Poursaba, C. (2015). THE TOP 7 BENEFITS OF DOCUMENT MANAGEMENT SYSTEMS.
[online] www.whymeridian.com. Available at: http://www.whymeridian.com/blog/the-top-7-
Benefits-of-Document-Management-Systems [Accessed 19 Mar. 2019].
ROSSON, M. (2017). 8 Advantages to a Document Management System. [online]
www.oneildata.com. Available at: https://www.oneildata.com/insight/blog-post/2017/8-
advantages-to-a-document-management-system [Accessed 19 Mar. 2019].