Digital: Paper-Free! – Can HR Go Paperless?

It is surprising how in today’s digital day and age, that we all can name many organizations that should upgrade their somewhat archaic paper-based way of working when it comes to data-collection. Often times, it all starts while applying for a job, where the HR department makes you fill forms, which can be a clear indicator of the company’s culture about the level of paper intensive processes they have in other departments like: Quality Control, Health and Safety checklists, Compliance and Regulations tracking, as well as Inspection and Audit surveys.

Luckily, we have worked with a couple companies who were leaders in this domain, and previously helped a couple others to accelerate their digital debt reduction towards dematerialization.

Time to Go Digital and Live Paper-Free!
– How to go from paper to digital?

Before we start, with the rise of automation and robotisation, one of your mantras should be efficient data collection and in particular thinking about ways that we can act proactively to make our data collection both quicker and less expensive and less stressful. If our data collection is more efficient, we will have more time to do data analysis or writing better reports or doing creative or high-value tasks which is going to be a lot less expensive in the short and in the long term and it’s definitely going to reduce our stress. And being the person who brings in this kind of solution in your industry, or in your department, has great career benefits. You can even call it self-preservation or future-proofing your work.

As a general rule: effort we put in now is going to save time money and stress later. And so for today when we’re thinking about ways to be more efficient with our data collection, we’re going to talk about paperless data

When we ask the question, how can we be more efficient, a really good way to answer that question is actually by asking another one which is:

Where can human errors be introduced? We’re always trying to keep those errors from getting into our data set because of that 1-10-100 rule, or others simply say: Garbage in, garbage out. It’s just more expensive time wise, energy wise, effort wise to correct errors later than it is to prevent them from getting in, in the first place.

The way we think about this is: we audit the areas where errors can sneak in, to try to figure out the various points that can be human error prone and how they can make it in there. We’re trying to keep errors from getting into the data sets in the first place. We think about the way in which we’re collecting data. Ask yourself: what kind of data are you collecting? How
can you collect it more efficiently to make sure that you’re recording the information you need but then the next step is data entry.


What is a paper intensive process?
Rethinking and changing paper-intensive workflows to make the switch from paper to digital data acquisition is the primary step companies take to reduce human error and effort in workflows and their costs. nSpek’s Progressive Web App technology helps the integration of mobile form management in both structured and unstructured documents into digital workflows. Don’t fail before even starting. Without instilling change management in one of your steps is going to make the move from paper to digital processes a very tedious and often futile task.

Why move from paper to digital?
The transition from keeping paper notes to an easy-to-use digital data collection app on a server may seem like it will take a lot of time at first, but once you invest in that change your profits will speak for themselves. The maintenance of computerized information is simpler, more precise, and has a demonstrated gain in your company’s productivity and well-being in the long run. Once you get a proper evaluation of your technological assets and processes, benefits of moving from paper to electronic start being evident by themselves.

How do you digitize a process?
Recognized the opportunity.
Document your current processes.
Pick the right expert and consultant team.
Identify which workflow you can easily implement first.
Target positive business outcomes.
Select the appropriate technology and software for you.
Observe the metrics of your changes.
Improve continuously.

What are some benefits of using digital documents versus paper files?
The two overlooked benefits of using electronic files are: the simplicity of access and distribution. Because paper documents have to be searched by human eyes and hands, and often stored and organized in their brain first, the advantage of digital copies which are searchable with flexible filters keywords naturally residing in their content or the way they were named either the file name or it’s content, you’ll find what you want no matter where the document is located.

What does paper based mean?
Paper-based. is an adjective. In Human Resources (HR) for example, it is used to identify a process that stores information on paper, rather than electronically. As in: It costs them more and takes them longer to treat a paper-based form.

In conclusion, if you keep total quality management ideas in mind, with the will to seek to always improve, your company will reap the fruits of your labor. nSpek has been helping institutions who heavily rely on the transfer of data from human to machine to machine and industry leaders to go from paper to digital app solutions for the last 20 years plus. Such a dematerializing transition has been reducing technological debt with great success. Going from paper to electronic report records can seem daunting when done without a strategy like our Agile Synergy method.

Let’s get you to go from paper to digital data in your HR, inspection (or other) department. To get started transitioning from paper to computerized documentation, ask for your short demo – Today! And learn all the benefits of digitizing documents in your land of work. Empower your field workers with the enterprise-grade data collection tool your mobile field workers deserve.

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