Bag yourself a paperless office in 3 simple steps
The paperless office divides the business world. Some say it will never work while others are doing everything they can to achieve it. One thing is for sure, the benefits are endless.
- Reduced costs (from printing, storage etc)
- More space without documents filling offices
- Improved efficiency
- Easier access to files
Those are just a few. But how can you make your office go paperless? Is there a magic wand you can wave and the office will suddenly be paper-free? Sadly no, but we can offer you three changes you can make to set you well on the way to a paperless, or at least 'paper light' office.
Step 1- Scan your documents
The main thing standing in the way of your office and the paperless horizon is the volume of paper documents you currently hold in your office. You may have numerous filing cabinets full of them or just a few folders but either way, they have to go. So the first step you must take is to find a way to store those documents digitally. Get your documents scanned and placed onto a digital document management system. Having digital documents will also make them easier to access which we will talk about later.
Step 2- Shred the hard copies
Once you have digital copies of your documents stored and backed up, you will have no need for the hard copies so they can be securely shredded and disposed of. This will free up potentially huge amounts of space in the office to be used in more productive ways. However, the paperless motion must be upheld to be successful which brings me to the final step.
Step 3- Invest in tablets
For easier access to your documents, you should invest in tablets or mobile devices. This would mean that even when away from your desk, you can access the documents and information you need without having to print them off beforehand. By banishing the need for printing you will have no paper documents replacing the ones you have already got rid of. So, the office will remain paper free and save your company a great deal of time, money and space while opening up the possibilities for redesigning the paperless office.
Whether you are taking the first steps to a paperless office or you are well on your way, we wish you all the best. For help along the way look no further than Pearl Scan. We offer a fully bespoke document scanning service including the shredding and secure disposal of your documents at the end of the process, should you require it. For more information on the services we offer, feel free to browse our website or get in touch today for a free, no obligation, quote.
The Scan-do Peopletm
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