Going Paperless Research Administration Office, Los Angeles Biomedical Research Institute (LABioMed), California Ludmila B. Budilo Sr. Grants & Contracts Officer Research Administration Office LABioMed

GOING PAPERLESS PROJECT VISION Move toward a paperless system by utilizing electronic alternatives.

GOING PAPERLESS PROJECT OVERVIEW Impact Opportunities Workflows Strategic Outcome Incorporated Results & Findings Assessment Function Areas Concerns Benefits Expectations Evaluation & Recommendation

GOING PAPERLESS TECHNOLOGY/ TOOLS Adobe PDF - to create, display and interact with documents and forms Adobe PDF Software - to integrate forms and form data with processing systems Databases - to capture data for prefilling and processing documents Workflow platforms - to route information, documents and direct process flow Digital signature solutions - to digitally sign documents (used by end-users) Digital signature Web servers - to host the process, receive submitted data, store documents and manage document rights

GOING PAPERLESS BENEFITS Increase productivity Eliminate storage space/de-clutters Reduce expenses/saves money Ability to work remotely Enhance customer service Increased security Improved disaster recovery protection Reduce your environmental impact Improve your competitiveness in the Research Administration industry

The Leadership Challenge Kouzes & Posner’s Model Model the Way Recommend File Scan Folders for Office Challenging the Process Identifying the Project Plan Move away from paper when appropriate EnableOthers to Act to Act Provide staff with standard file naming Create standard abbreviations Create fillable PDF files Encourage the Heart EvaluateFeedbackandIncorporaterecommendation Inspiring a SharedVision Create & communicate vision, find initiative, implement with guidance, and expand on past success

GOING PAPERLESS Results to Date Implemented the Paper Reduction Plan. By utilizing the sustainability concept of the 3 R’s: Reduce, Reuse, Recycle Reduced paper consumption by working with the office to reduce the amount of paper purchased and switch to buying recycled paper (100% post consumable is best) Recycled paper that has been used Reused paper by placing bins next to copier and printers for easy reuse of single sided scraped paper Reduce Reuse Recycle