subject: Primer On Going Paperless With Document Management Software [print this page] Going paperless is, of course, not a new idea in these modern times. Personal computers from desktops to laptops as well as smart-phones and tablet computers play significant roles in the making of a paperless society. Add in the prevalence of the Internet and we are well on our way to becoming a society with less dependence on paper.
Disabusing the Myth:
Take note that a paperless office is not exactly an establishment where paper for documents, files and other purposes absolutely cannot be found. Instead, a paperless office means an establishment where paper and electronic documents work in concert with each other. Paper documents are still present, of course, but these are significantly lesser in volume than in a non-paperless office.
Why is it that paperless offices still have paper documents and files? The reasons are obvious - first, most government regulatory agencies still require a paper audit trail; second, most establishments use paper forms, documents and files in their transactions; and third, we have an attachment to paper that no electronic media can equal yet.
In fact, certain papers like notarial documents, legal deeds and official receipts should be saved in their original forms for financial, legal and other valid purposes. The most important thing is to disabuse yourself of the notion that a paperless office has absolutely no paper. Paperless equals 'less paper', not 'no paper'.
Benefits of Going Paperless:
The next question is: Why go paperless?
Higher Efficiency - Data can be retrieved within minutes and with a few clicks of the mouse with the use of the right document management software.
Higher Financial Savings - The storage of paper can be costly, no thanks to investments in file cabinets, rooms and the paper itself. With a paperless set-up, the most significant investment will be on the personal computers where the files are stored via the document management application.
Greater Portability - Forget about lugging kilos of papers on your business travel trip. Virtually all of your essential information can be stored on a laptop that, in turn, can be hooked up to a wide variety of media.
Greater Security - With strong passwords, confidential information can be safely locked away in the document management application. Plus, you can make backups of the data in other locations, thus, doing away with fears of paper damage.
And of course, going paperless via the right document management software is an eco-friendly option. You have less paper to consume, after all.
Steps in Going Paperless:
So, now you have decided that going paperless is the way to go. Take it one step at a time - a gradual process instead of making too many changes in a short period of time. Consider these steps:
Look at the piles of paper that you will not need - old reports, outdated marketing materials, files from ex-clients, work samples and extensive notes for finished projects, and even old magazines. Nostalgia has its place but not in the office.
Look for paper that can be transferred to electronic means. Think of credit card and utility bills that can be provided and paid for via the Internet.
Look for financial transactions that can be done electronically such as invoices and receipts. This is also true for incoming communication in PDF form.
Look into the possibility of hiring a document management specialist and/or buying document management application to fit your needs and wants in a paperless office.
You will soon realise that, with the right document management software, you can manage the clutter in your office while also managing your information in a better manner.
