In a world that’s becoming increasingly based on digital information the idea of going paperless has its benefits, but what do you really need to know to make the transition, and how do you decide if it’s the right solution for you and your business?
A paperless office is one that either eliminates or greatly reduces paper files, such as documentation, correspondence, any kind of record that would normally be stored in a binder or filing cabinet. These files are stored as electronic copies from the start (receiving bills or forms via email, for example) or paper versions scanned and stored, the original paper destroyed or recycled. There is an initial commitment required by the entire business to consistently apply the paperless concept, but beyond that, what do you actually need to do?
Some businesses have met the challenge with electronic meeting solutions, digital bills and invoices and online faxing/scanning. All these solutions require an investment in technology infrastructure to be successful – your office needs an internet service that can handle the transmission volume, adequate conferencing systems, and scanning facilities. Once the paperless solution has been implemented, a range of benefits can be achieved from reduced document storage costs, faster and more efficient access to information right through to reclaiming square footage in their offices (plenty of room for that office gym now, right?).
One of the potential roadblocks with transitioning to a paperless system can be existing files. It’s not very difficult to move forward with the new stuff as it comes in, but how do you manage the filing cabinets and document storage you already have? One way is to invest in a scanning solution, with document scanners and a software package that can catalogue your documents, and a staff member or two to actually perform the scanning. Depending on the amount of paper you have, it can be more cost effective to outsource the whole process.
Do you think your business would benefit from going paperless? Have your say over on our Facebook page and let us know what you think. If you’ve already gone through the process, let us know how you went – lessons learned can help everyone!