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HOW WORKING TOWARD A PAPERLESS OFFICE PAYS OFF

Electronic document management has become an asset to some offices because of the

advantages is offers. Document management software offers great benefits, but the

conversion to an entirely paperless office is challenging. MLive Media Group went into

detail of how the Jackson Country circuit court in Michigan is taking on the challenge of

creating a paperless system.

Jackson County's movement to paperless

The circuit court is taking steps to change to entirely paperless with electronic

submissions of subpoenas and records. It's members aren't anticipating to see the

benefits outright, but to save money in the long run, according to MLive. The court also

expects to improve customer service and assist staff in managing their workload more

efficiently.

MLive mentioned that since the court has been making the shift to paperless, other

departments are planning to follow suit, such as the Jackson County Human Resources

Department, the Jackson County district court and the Jackson County sheriff's office.

"I think that we are saving ourselves time, the defense attorney's time and the judge's

time," Cierra L. Sowle, chief of administrative services for the Jackson County

Prosecutor's Office, said to MLive. "I think it has changed how we do our jobs a lot ... the

way we do subpoenas, the way we do filing, the way that we send discovery [is all

electronic]."

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The first department to implement paperless document management in Jackson was

the Jackson County Friend of the Court, established it in 2008, which is what pushed the

circuit court to make the change, according to the source.

"The overall kind of goal of the processes is that we eventually have the entire state

court system paperless," Michigan Supreme Court Communications Director John Nevin

told the source. "You should be able to do this kind of business online at any time. To

be able to file online is something that the public expects, and it is a priority for the

Supreme Court for the local courts to be able to have e-filing."

The extra work and the patience the employees in Jackson have shown during the

transition are praised in the source. But what kind of advantages are they looking at in

the transition to paperless document management?

The overall advantages of electronic document management

The paperless office offers environmental and financial benefits in addition to the

customer interaction strengths employees gain. According to Business News

Daily, customers enjoy using tablets and iPads when the business integrate them with a

document management software. Customers feel the company is more advanced when

it utilizes technology for paperless purposes.

Recovering documents in a paperless environment is also as easy as recalling them on

any screen. Any paper files that were damaged in a disaster such as a flood or fire are

saved from harm when they are stored in a document management solutions. This also

proves how easy electronic reports are to access in a paperless environment.

Document management technology, according to Andrew Southard, Data Management

Shredding's general manager, gives a user the ability to track each document and assign

different users abilities according to their intentions regarding the document.

Having all of the information available at one's fingertips can also allow for remote

access. Employees can get to documents from anywhere, which lets them make quicker

decisions. Workers don't have to wait to arrive at work to check on a report; they can

pull it up wherever they are and get things done before they even get to the office.

Implementing a paperless office can take a lot of work and patience, but the advantages

are waiting once the system is put into place. With so many companies making the

change, it might be time to consider the benefits of document management software.

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