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PaperlessNDS 1

Digitized document management systems have been around for years and while the benefits of going paperless have been well documented, it’s surprising how few organizations have made the leap to going totally paperless.

While the process may seem simple, given today’s technology and the cost of cloud storage becoming very affordable, it’s surprising to note that only 17% of companies in the U.S. have created what would be considered a truly (or nearly) paperless environment.  In fact, it is projected that paper demand is expected to double before 2030.

So why do we still have this love affair with paper in 2021? First, the majority of today’s workforce, from baby boomers on down, have grown up with paper. Old habits are hard to break. Secondly, while organizations have made attempts at reducing the use of paper and move to digital storage, many have not created processes that ensure employees are walking down the paperless path. Lastly, try as they may, management has failed to achieve buy-in (from the top on down) with regards to creating a paperless environment.

With all this being said, Covid19 has created a significant push for digitization thru out the entire industry. There has never been a better time than now to re-think and re-examine your credit union’s processes and systems to create a paperless environment. Below are some simple steps to consider:

  • Don't assume your staff will discover (and implement) ways of minimizing their paper usage – remember they have a love affair with paper. Create specific written guidelines and processes to ensure a paperless office.
      
  • Make it easier to work without paper. The paperless process needs to be easy and deliver tangible benefits (save time, save effort, save the environment). Benefits should include easier filing and retrieval of scanned and sensitive documents via cloud storage, and the ability to share them without relying on copying or scanning.

  • Move/remove printers and copiers. If printers are still easy to access by your team, they will continue to be used. But if you remove them from desktops and replace them with centralized network printers relegated to dedicated areas within the office, you can limit their use. In addition, enable logging and password access to make printing secure when it's necessary. That also allows management to track usage and address abuses. You can institute policies that restrict purchases of ink and toner for only approved devices. That can further curtail the use of any printers that remain on employees' desks.

  • Implement a paperless filing system that is integrated with all departments within the credit union from member service to lending and back-office operations.

  • Get rid of as many of those fire proof files and paper filing systems as possible.  A digital filing system is more secure than paper because it can be accessed even in the event of a disaster, and scanned documents uploaded to your paperless system cannot be accessed without a password.

  • Enable digital scanners. Modern shared copiers include a document scanner that is capable of scanning paper documents and then storing them on many digital storage and cloud computing systems. Work with your office copier vendor to make your copier and document scanner part of your paperless office. Additionally, ask your copier vendor about setting up a digital scanner on the copier to integrate with an online faxing service.

  • Integrate all operations. Employees should be able to file their original documents directly within the core software they use to create your credit union’s documents. This way, you can automate work flow, easily store paperless documents and implement digital signature tools from within the same platform.

  • Replace fax machines. Use on line fax services to avoid the print-then-fax process. These solutions can be attached to your credit unions computer network to enable direct inbound and outbound faxing from users' computers, easing the transition to paperless statements and digital signature tools.

  • Switch to laptops and tablets wherever appropriate. If your credit union primarily uses desktop computers, going paperless is more arduous. Employees with desktop computers cannot bring their devices into company meetings, meaning they have to print any documents they need to show during the meeting. With laptops and tablets, though, your employees can connect to projectors or other displays that everyone in attendance can see without distributing printed copies.

Finally, set goals and time lines for incremental change. Lay out a timetable for your credit union’s transition to a paperless environment and set a date for converting to your target reduction in paper use. It's unlikely that your credit union will completely eliminate all paper in the office, so set an initial goal to reduce printing and paper use by some percentage. A 50% reduction is a good starting place, and a final goal of 80% reduction in paper use is a realistic final goal. Check your progress and adjust operations as needed.

Imagine the convenience, efficiency and savings of both time and money your credit union can enjoy, with everything accessible from the core and literally at your fingertips. It’s time to launch the out-of-this-world advantages of Sharetec Document Manager! This email address is being protected from spambots. You need JavaScript enabled to view it. today to learn more.

HomeSweetHomeGBS

Wouldn’t it be nice to effectively facilitate your credit union staff’s training in familiar territory - for instance, in the comfort of your own “CU home?” Thankfully, Sharetec’s
Training Database feature brings new meaning to the words “home sweet home” by enabling you and your employees the option of convenient in-house training.


As one of Sharetec’s innovative features, the system comes equipped with a secondary database - a mirror of your credit union’s live database. This allows your staff to learn and explore the system at their own pace, and in their own familiar environment. Employees can easily acquaint themselves with the “in’s and out’s” of the Sharetec system while utilizing the virtual copy of your database as a learning tool.

It’s “home sweet home” for Sharetec credit unions as this handy setup provides a comfortable, safe, secure and effective way to train new staff members. What’s more, experienced staff can also use the Training Database to cross-train in the environment that they are most accustomed to - their day-to-day workplace. With Sharetec’s Training Database, home is definitely where the heart is - as well as successful in-house training! 

HarvesterPlatinumEltropy

Leading Credit Unions into the Digital Revolution, Eltropy uses their world-class digital communications platform to help Credit Unions improve operations, engagement, and productivity. Teams across the entire Credit Union can leverage Eltropy’s award-winning, secure and compliant Text Messaging platform to increase member engagement, as well as relevant insight via Analytics.

Sharetec Credit Unions like Harvester Financial Credit Union and Platinum Federal Credit Union have utilized Eltropy’s digital communication services to provide their members a variety of opportunities through lending, sales, marketing, IT, contact center, collections, reviews, and more.

To read the full success story, click here

"Eltropy is a great partnership for Sharetec because it allows our Credit Unions the power to connect with their members and stay competitive in a world where quick service is so important. This platform is easy to use and comes with so many benefits: workflows, automations, compliance and security all in one,” comments Carrie Heck, Regional Director for Sharetec.

Embracing a Digital Banking Strategy

dashboards

Integrating Sharetec’s Dashboard 2.0 into your credit union’s daily workflow can be a critical component of your digital banking strategy.  Dashboard 2.0, powered by Microsoft Power BI Business Analytics, is designed to streamline back office, management and Board reporting while providing accurate and up-to-the minute insights into the treasure trove of data contained within your credit union’s core system.  Ultimately, the savings in automating the reporting process along with more accurate insights gained on member habits and product usage translate to a greater focus on the member and improved member experiences.

The best part about Sharetec’s Dashboard 2.0 is that you don’t need an IT department or technical expertise to set it up!  While users do have the ability to create their own analytics, Dashboard 2.0 is delivered allowing users to see daily Trend Analysis, ROA, Loan to Share, and Deposit and Loan breakdown on any desktop, tablet or mobile device.  Users can break down loans by loan officer, type of loans, or by branch and break down delinquent loans by loan type and loan officer.  Users can also see where members’ residences are concentrated, what products they are using, the age breakdown of your entire membership and so much more.  Plus, Dashboard 2.0 simplifies the process of generating time consuming Board reports while providing Board members with reports that are visually pleasing and easier to understand.

For more information on Dashboard 2.0 or to schedule a demonstration contact your Sharetec sales representative at This email address is being protected from spambots. You need JavaScript enabled to view it..

SimpleSharetec
Most credit unions are certainly accustomed to the requirements of government reporting—and are especially familiar with the aggravations brought on by these tasks. Assembling all of the necessary paperwork and meeting the strict deadlines can be challenging to say the least, not to mention extremely time-consuming. The busywork typically has a way of taking valuable time away from staff, who are trying their best to offer consistent and exceptional service to members.  

Fortunately, Sharetec offers a Government Reporting solution that can eliminate those problems, allowing you and your staff to complete these reporting tasks without the usual headaches and time consumption. Sharetec’s Government Reporting filing service ensures that all of the necessary forms are sent directly to your members, and then electronically files them with the government. Such auto-reporting means that you don’t have to lift a finger! What’s more, the solution does a superb job of handling multiple types of forms including 1099-div, 5498, 1099-c and 1098.

As with all of Sharetec’s invaluable features, the Government Reporting solution truly brings the technology of simplicity to life. And such simplicity will undoubtedly help credit unions devote more time to achieving key goals—such as improving member service and growing its membership to new heights.