Subject: Request to Conduct Research on Paperless office

Subject: Request to Conduct Research on Paperless office

Summary

The advancement in technology has altered the way business operations are taking place. Organizations are presently embracing conventional methods of communication. Our organization needs to be aware of these developments and embrace the initiatives to enhance service provision to the customers. Insurance companies handle several files with many pages that have consumer’s personal information. Markel Corporation being an insurance company, has several files that have clients’ data, and therefore, it tends to be tedious flipping from one page to another in search of information. Also, it may create a wrong impression about a company in a case where the client calls to enquire about something, and an employee takes time finding the information in the files. The company has to invest in cabinets and files, which would not be required if it implements the paperless office.

What the Problem Is and Why It Needs to Be Investigated.

With the number of clients we are dealing with currently, so much time is wasted in using pen and paper to write client’s information. Also, browsing from one document to another in a file in search for information is tiring. Recently, a client’s record was misplaced, and this made the consumer so angry. Also, heaps of files can be seen on employees’ desks since the cabinets have no more space to hold the files. Shifting to the paperless office will ensure clients’ information are saved systematically, and this means that time spend on searching for information will be less. If the company shifts to paperless, less space will be needed, and also this strategy will help save a number of trees. Excellent customer service has been an essential element within the corporation, and therefore shifting to a paperless office will improve our customer service operations. The paperless office will also ensure that personal information retrieved from the clients is safely kept, and it will also reduce the storage space issue we are presently facing.

What Secondary Research I Have Conducted about the Problem

I found many articles and scholarly journals that back the shift into the paperless office system. The references indicate that the paperless system entails the use of computer software, employee training, and an easy switch from the outdated to the new digital system. I further researched the challenges being encountered by corporations that have transitioned to the paperless system as well as those that still use the paper-based methods. Many articles and scholarly articles discuss in detail the benefits and challenges of both paperless and paper-based systems. Regardless of problems linked to the paperless system, it is still perceived to be more beneficial because of its efficiency.

What Primary Research I Will Conduct about the Problem

I intend to use questionnaires, where I will administer them to all employees. The response will help me know how well the employees are conversant with the paperless system and how it can be introduced into the company. Secondly, I will conduct some interviews targeting mainly the employees who directly handle the paperwork and know what can be done to ease their workload. I will also highlight the challenges employees are recently facing by using the paper-based system.

Why We Will Benefit from My Research and Recommendations

The research that I will conduct will benefit the corporation because it will offer a clear picture of the challenges the employees are facing when using the paper-based system. It will make recommendations on the best solutions to the challenges.

Secondly, the research will offer a better understanding of the cost the company incurs by using printing papers, storage rooms, folders, drawers, and cabinets. It will also address the cost benefits linked to the use of paperless systems.

For an insurance company such as Markel Corporation, scanning clients’ files would be the start of implementing the paperless system. The use of an optical character recognition computer program is recommended because of the quantity of paperwork involved. This software is effective because it makes it possible for one to read writings in a document and create a searchable folder. The company would also need a document management system because it will help in processing, editing, storing, transferring, and retrieving information effectively and faster compared to the current system that entails physical flipping through files. Generally, the research will show how shifting to a paperless method is advantageous and why it is important for the firm to digitalize.

Conclusion

The Markey Corporation has many clients, and the main challenge is the large heap of paperwork and the time one spends when searching for information in the files. It is becoming harder for the employees to quickly search for the client’s information in a heap of files, and therefore with your authorization, I will conduct research on the paperless system putting into consideration the effectiveness and cost benefits that are linked to the paperless system. The paperless technology will open more business doors for the organization, it will boost productivity, and the money used in purchasing papers and files will be saved. The saved funds received from implementing paperless technology can be redirected to other office expenditures.