Workplace transformation: reducing paper and storing offsite

Paperwork and files abound at most organizations, with nine out of 10 organizations reporting that they store paper records onsite. However, only 46% of those records are accessed regularly. Learn more about the quest for a paper-lite environment and about how outsourcing can facilitate organizations' workplace transformation projects, helping them innovate and attract the best and brightest employees.

Workplace transformation is front and center as organizations strive to boost productivity and improve the hiring process. In fact, more than half of the organizations surveyed this past January reported that they have one or more transformation projects in progress, according to a recent study performed by the International Data Group (IDG) and sponsored by Iron Mountain.

Take Back Your Space

There are a number of steps involved in a workplace transformation project, but more than half start with a physical change that empowers, engages and connects employees to each other, to partners and to customers. Organizations, according to the IDG report, want more productive space. This goal often involves removing office equipment and securely storing physical records in an offsite location. In fact, 42% of all IT respondents named the imaging of physical files and documents as a top consideration in their workplace transformation journey. This goal is part of a larger trend toward becoming paper-lite, a term coined after it became clear that a completely paperless office wasn't an attainable goal.

Less Paper — Not Paperless

Simply put, becoming paper-lite requires both reducing the number of original documents created in a hard-copy format and converting existing paper-based files to a digital format. IDG's research found that 86% of all respondents believe achieving a paper-lite environment is either critical or very important. Almost all (98%) intend to hire a third party to help them pursue this goal using a variety of strategies including digitizing paper documents, securely relocating existing files and destroying physical files. Indeed, 94% of all respondents say they considered moving records offsite to free up space within their offices.

Organization Before Transformation

Unfortunately, these processes are daunting for most organizations. A mere 39% of those who have not yet started a transformation project feel highly prepared to begin. This may be because of the sheer volume and scope of such a project. Even something as simple as moving physical records offsite requires sorting, scanning, tagging, classifying and, in some cases, secure destruction. It's no surprise, then, that once a transformation project begins, nearly all (95%) of respondents say they are likely to take advantage of a complimentary third-party assessment designed to support the development and execution of a workplace transformation project.

Do Paper-Lite Right

Those IT and facilities managers who are seeking such a service provider need to find one that offers a wide variety of transformation options. The provider should also have a long track record of handling sensitive or confidential information and the ability to perform a thorough small- or large-scale assessment. Organizations must also consider whether they want help with strategy development, strategy execution or both. As one respondent said, "Document all steps on process and start a timeline for each step. Do due diligence on all parties involved with vendors in mind."

Once an organization finds the right partner — one that can assist with planning, execution and follow-up — workplace transformation becomes not only possible, but achievable, benefiting employees, partners and customers.

Workplace transformation is front and center as organizations strive to boost productivity and improve the hiring process. In fact, more than half of the organizations surveyed this past January reported that they have one or more transformation projects in progress, according to a recent study performed by the International Data Group (IDG) and sponsored by Iron Mountain.

Take Back Your Space

There are a number of steps involved in a workplace transformation project, but more than half start with a physical change that empowers, engages and connects employees to each other, to partners and to customers. Organizations, according to the IDG report, want more productive space. This goal often involves removing office equipment and securely storing physical records in an offsite location. In fact, 42% of all IT respondents named the imaging of physical files and documents as a top consideration in their workplace transformation journey. This goal is part of a larger trend toward becoming paper-lite, a term coined after it became clear that a completely paperless office wasn't an attainable goal.

Less Paper — Not Paperless

Simply put, becoming paper-lite requires both reducing the number of original documents created in a hard-copy format and converting existing paper-based files to a digital format. IDG's research found that 86% of all respondents believe achieving a paper-lite environment is either critical or very important. Almost all (98%) intend to hire a third party to help them pursue this goal using a variety of strategies including digitizing paper documents, securely relocating existing files and destroying physical files. Indeed, 94% of all respondents say they considered moving records offsite to free up space within their offices.

Organization Before Transformation

Unfortunately, these processes are daunting for most organizations. A mere 39% of those who have not yet started a transformation project feel highly prepared to begin. This may be because of the sheer volume and scope of such a project. Even something as simple as moving physical records offsite requires sorting, scanning, tagging, classifying and, in some cases, secure destruction. It's no surprise, then, that once a transformation project begins, nearly all (95%) of respondents say they are likely to take advantage of a complimentary third-party assessment designed to support the development and execution of a workplace transformation project.

Do Paper-Lite Right

Those IT and facilities managers who are seeking such a service provider need to find one that offers a wide variety of transformation options. The provider should also have a long track record of handling sensitive or confidential information and the ability to perform a thorough small- or large-scale assessment. Organizations must also consider whether they want help with strategy development, strategy execution or both. As one respondent said, "Document all steps on process and start a timeline for each step. Do due diligence on all parties involved with vendors in mind."

Once an organization finds the right partner — one that can assist with planning, execution and follow-up — workplace transformation becomes not only possible, but achievable, benefiting employees, partners and customers.