Where and how people work has changed dramatically, especially over the last two months. Increasingly large numbers of employees across many industries are now working from home. The current state of social distancing finds that working from home may become more of a way of life that could reap benefits to both the employer and employee. These benefits include improved work life balance, faster access to information by decreased use of paper files, and improvements in electronic communication techniques. This increase didn’t just start this year and will certainly surge in the future. 

Several seconds after the invention of the personal computer, people predicted that our jobs would eventually be emancipated from the office, and home would be the thrilling future of work… The coronavirus outbreak has triggered an anxious trial run for remote work at a grand scale. What we learn in the next few months could help shape a future of work that might have been inevitable, with or without a once-in-a-century public-health crisis… Even before the pandemic struck, remote work was accelerating in the U.S. The share of the labor force that works from home tripled in the past 15 years, according to the Federal Reserve. Two of the accelerants are obvious: living costs in metros with the highest density of knowledge workers, and technology, such as Slack and Microsoft Teams, that moves collaboration and gossip online.

“The Coronavirus Is Creating a Huge, Stressful Experiment in Working From Home“, The Atlantic, March 13, 2020

To prepare for work from home, you will need a computer that has updated software and protection, a high-speed internet and up to date login credentials to access the company database. Just accessing the database is not enough. The files or information you are reliant on must be well-organized and easily accessible. Are your company’s legacy records that were once paper and now scanned into the company’s electronic document management system up-to-date, in the right location, and named correctly?  In most cases, the answer is no.

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We see that many companies did not opt to scan in their legacy paper records and, therefore, these records are still stored at the company’s physical location. These paper records reside in file cabinets, closets, basements, and in costly off-site records storage providers’ shelves.  The decision to keep records is having an enormous negative impact, especially now with employees working from home. Those employees cannot access these records and the company’s workflow and decision-making processes are, therefore, handcuffed.

Organizations that over the past ten years have been diligent in moving to a paper-less environment are now reaping the benefits of their decisions. Their people have efficient access to all company data in an electronic format. Whether they work from home or in the office, they are still 100% productive, and have all needed data available at their fingertips.

The good news is that there are records management consultants that can help your company change the way you operate, keep your organization competitive, and leverage the rapid changes in how we function in this new remote work environment.