Author: Rachel Tilley
The term 'going paperless' is nothing new and while we're all aware of the huge efficiency, time and monetary savings that can be made, there's still a reluctance to move away from paper, but why?
Paper slows business processes down, it's error prone, important information can be lost, overuse is bad for the environment..... we could go on!
As a business with over 40 years of experience in providing digital document management software, we feel like we've heard every excuse there is for not ditching the paper.
In this blog below we will -
Documents enter a digital Document Management System via a scan or email and are stored centrally and securely.
Only authorised users can access the system and each user will have a specific set of access rights to enable or restrict them from viewing certain document types. For example only a line manager or member of the HR team can see employee contracts.
There is a full audit log of who edited a document and when providing transparency and traceability. There is no ambiguity around document versions as the system only shows the latest one, but keeps a clear log of all previous versions too.
Once stored, digital documents cannot be lost or damaged like paper can, nor can they be kept for longer than legally allowed. Retention and deletion rules mean after a set period of time and with confirmation from an approved user, documents are deleted from the system.
With a Cloud Document Management System using Microsoft Azure, 99% of viruses are already known and so a corrupted document cannot be stored. Likewise, due to how the data is stored a virus cannot spread to other documents, ensuring high levels of protection at all times.
Organisations deciding to go paperless can strengthen their data management with encryption and enforced security protocols.
Information is backed up to more than one data centre and spread across multiple locations. This means access to your data is not affected should an issue occur at one of the sites.
Change in any form can be a worry for most people, but especially when technology is involved. Many fear they may not understand a new system, while others feel 'it's always been done this way' so why change?
Employees can also feel overwhelmed at the thought of going paperless, especially if core business documents are stored this way. They'll often pose the question, 'How can we digitise all of this paper'?. The answer is, you may not have to.
Going paperless does not mean every scrap of paper has to be banished from the office. Nor does it mean every paper document you hold has to be converted into digital format.
Implementing a document management system means you have the option to decide what works best for your organisation. Whether that's scanning all your physical archive, digitising from when the system goes live or choosing to concentrate on one process first. A good provider should support you in whatever you decide.
We always recommend looking at the most troublesome or paper heavy process and starting there. Ensure all employees understand the problems paper causes for the business as a whole. Listen to any concerns they may have about the new approach and address them accordingly. Training is essential if employees are to fully embrace any new technology.
The simplistic design of our document management software, the quick turnaround on implementation and the in-depth training we provide eases employees into a new way of working.
"Using a new system with our highest workload on record meant all our tasks were completed in a much shorter period of time.” Finch Aggregates, Managing Director.
For those companies with industry standards to follow and laws to adhere too, the importance of document compliance is paramount. Food manufacturers, hospitality businesses, construction companies, engineering firms, pharmaceutical organisations.....they each have a unique set of legislation to follow.
If compliance has been managed via paper for years, it's understandable there could be some reluctance to change. But what happens when there's a failed audit due to missing paperwork or employees are unable to confirm the latest product specification because the document isn't saved where it should be?
A digital system with built in document workflows ensures that no steps in a process are missed. All information is complete and data is accurately captured and stored. Critical business documents such as financial information, contracts and employee records are organised and secure and cannot be lost or stolen.
A dedicated document management system supports GDPR, HIPAA, SOC and other mandates enabling businesses to speed up processes and increase performance.
Better data security creates an organisation customers have confidence in, providing a positive customer experience and a trusted brand.
The reliance on obtaining signatures should not hold organisations back from going paperless. Obtaining physical signatures on invoices, contracts, NDAs or delivery notes is time consuming and is one of the main reasons behind slow processes.
Think of how many signatures are needed from a tenant of a new property and how many trips to the Estate Agent this involves. Or the volume of signatures needed on delivery notes which all have to be posted to Head Office, processed and stored.
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Digital signatures eradicate unnecessary travel, paperwork and admin. They provide a safe and quick way for businesses to obtain signatures that are legally binding and compliant.
Digital signature software can be integrated with a digital document management system to enable seamless document workflows. It provides the perfect way to share, approve, send and receive documents that need to be signed.
Digital transformation isn’t just about implementing new tools—it’s about reshaping the way your organisation operates. At DocTech, we understand that successful digital adoption hinges on more than just software. It requires clear strategy, strong leadership, and the right cultural mindset. Here's how to navigate change and ensure your digital investments deliver long-term value.
Change begins with people. Before selecting a solution, engage your teams to understand current challenges and workflow bottlenecks. This collaborative approach ensures the technology you choose actually addresses real needs—not just perceived ones.
A common barrier to adoption is lack of clarity around the purpose of the change. Clearly communicate why the digital shift is happening, what it means for the organisation, and how it will benefit individuals. Align this messaging with your broader business goals to foster support from the top down.
Empower a group of internal champions who can advocate for the technology, assist with onboarding, and provide peer support. These champions serve as a bridge between technical teams and end users, making the transition smoother and more relatable.
Adoption doesn't end with implementation. Continuous training is key to helping staff feel confident and competent. Offer role-specific support, tailored onboarding, and refresher sessions to ensure the system is used to its full potential.
Digital transformation is not a one-size-fits-all process. Be prepared to adjust your approach based on feedback and performance. Foster a culture where feedback is welcomed and acted upon—it helps users feel heard and drives improvement.
Whether you're moving to a document management system, automating processes, or going paperless, digital adoption is a journey. At DocTech, we help businesses navigate this journey with clarity, confidence, and a focus on long-term success.
Technology is here to stay. Those companies making the move to digital systems and embracing digital transformation will reap the benefits, while others that are not will sadly be left behind.
At DocTech we have technical and sales staff with a wealth of knowledge and experience to help businesses make the transition from paper to digital, making a paperless office a reality. We will listen to your problems, talk through the solutions and provide a digital system that can easily scale as the business does.
Our clients have never looked back after going paperless as we don't just implement our software and run. We stay for the long term to help and support our clients.
Make a change today and get in touch with us - 0161 647 7040, info@doctech.co.uk or book a time in our diary.
