Going paperless can be well worth the effort, with the effects going beyond the bottom line
Altus Financial is an advice firm with a difference – one that’s evident from the minute you walk in the front door. Clean lines and striking artwork project the image of a contemporary and future-facing business. But it’s not just the décor that sets Altus apart.
The office’s uncluttered lines are a result of a transformative change that’s been taking place at Altus over the past two years, culminating in a workplace that’s almost completely paper-free
Valerie Alexandrova is the Business Support manager for Altus, and has been overseeing the shift from paper to digital records. She says that Altus sees itself as a modern and progressive company – so they’re always looking for new and improved ways to do business.
Going paperless was something that Valerie could see would deliver tangible efficiency benefits to the business: making it faster and easier to access client information, while slashing printing and archiving costs.
At the beginning, she says it took a little time for everyone to embrace the change.
“People were used to having the physical file in front of them – and it was initially hard not to be able to physically touch all the papers.”
But it didn’t take long for everyone to become used to the new way of working – particularly when they started enjoying the efficiencies the new system brought.
For Altus, the paperless journey began with replacing physical customer records and files with digital records on a document management system.
“Once we got rid of the files, we no longer had to waste time filing, storing and retrieving files from our archives – and accessing client information became much faster for our client managers.”
“With the physical files gone, we could get rid of all the shelves. So now, we have a beautiful picture where the rows of folders used to be. What’s more, the office looks clean and modern – which is exactly what we want our clients to see.”
Altus has also replaced most of the hard-copy documents they provide to clients with digital versions that are digitally signed – saving time spent chasing the director for physical signatures – then sent by email or accessed online via their client portal.