Paperless fact: The average office worker continues to use a staggering 10,000 sheets of copy paper each year, according to statistics from the US Environmental Protection Agency.
The idea of the paperless office is nothing new. We have all heard this idea for many, many years. Seriously, the sentence seems almost dated at this point. We need a new term: “digital office”? “Paperless” seems to have worn out its tenure. I’ll test a bit more throughout this post and see if it holds up.
The truth is that there is never a completely paperless office. There will always be some paper, but paper aversion is good for any business. All businesses can and will improve by producing and maintaining less paper. The positive impact on the environment is evident.
There are 5 simple steps every business can take to quickly become a “low paperwork” office.
1. Make a plan
Use Mind Meister or SmartDraw, for example. Microsoft Word Shapes can also easily make a flowchart. It is important to create a plan or workflow for how you will scan all of your existing paper documents and a workflow for scanning incoming paper in the future. Who is going to scan and who is going to organize the electronic files? Simply scanning paper and putting the new electronic files into folders is really like putting the paper filing cabinet on your server. There are often redundant copies of files that cause a lot of confusion. Consider alternative solutions to the standard folder-based approach. There are many database-based solutions that help you better organize your files so you can find and collaborate on them efficiently. Any project needs a plan. Map the tasks and define the roles of those who will participate in this process.
2. Buy a scanner
There are thousands of excellent scanners these days that produce high-quality electronic images of paper documents. They are easy to use and, as with all technology, the prices keep going down every year. I personally have used Fujitsu ScanSnap and HP Scanjet. Both are great options as are many, many others. Check out CNET Check out CNET for their scanner reviews.
3. Scanning your existing paper files
Unless you have the resources in your business to do the hard work of scanning all your legacy files, hire a temporary worker. Perfect use for this type of services.
4. Write, review and publish policies and procedures
Make sure everyone is trained and has read these policies, and run follow-ups and reviews with each group and person responsible for following the policies.
5. Consider a document management solution
Document management solutions often use metadata to store and retrieve documents. The idea that it is easier to tell the computer “what it is” that it is saving or scanning, than “where to go and how many copies to make”. There are tons of solutions out there though, but I’d consider something other than the traditional Windows folder approach, too much like a filing cabinet on your server.