According to recent reports, more paper than ever is being thrown away and 35% of companies are ordering more paper than they were five years ago. So what's the problem? What is stopping businesses taking paperless steps?

The paperless office. Yes, we do talk about it a lot but judging by these reports, it needs discussing a lot more to change people's misconceptions about adopting digital business processes. So, let's take a look at the most common excuses that have prevented companies going digital with their document management.

It's too expensive to go paperless

This is not the case. In fact, you may well be wasting money with your current system on document storage and file retrieval costs among others. If you don't have the infrastructure to handle the digitisation process yourself then the smart choice would be to outsource to document scanning services rather waste money on attempting it yourself. Plus, outsourcing usually costs a lot less than you realise for the services it brings.

I can't get rid of aLL of the paper in my office

This is a common misconception about the paperless office which shows that perhaps it should have been called something else. While achieving a completely paper free office can be achieved if you really set your mind to it, the paperless office concept is really just to encourage the use of LESS paper and adopting more efficient and environmentally friendly means of doing business. Now this idea is easily achievable!

I will need to train my staff again

In this increasingly digital age, we are all surrounded by digital products on a day to day basis whether that's mobile phones or computers so if you adopt the right document management software, it will be simple enough that it can be picked up by anyone with a basic knowledge of computers.

My documents will be less safe in digital form

Again, not true. This rumour is constantly fed by news of digital files being hacked and information leaked but if you use safe servers and file encrypted documents with passwords, your digital documents will be completely safe from the risks of loss, theft and damage that paper documents are increasingly susceptible to.

Paper is too important for my business

This opinion is definitely just a mind set. In the same way that we claim we can't live without our mobile phones , it is simply a case of adapting to change. Where you would usually use paper documents to share important files with colleagues, you can just send a digital file over email. It can even be edited in real-time with apps such as Google Docs.

Going paperless won't change anything

There is such a broad range of benefits that come with going paperless that it's incredibly likely that it will bring at least one positive change to your company. You could;

• Save huge costs on storage
• Speed up file retrieval times
• Improve customer services
• Give your documents more security
• Increase office efficiency
• Boost green credentials
• Save/reclaim office space
• Boost employee morale

...the list goes on!

It's always been done this way, why change it?

What kind of attitude is that? If everyone thought that way, we would still have walking as the only mode of transport and be cooking dinner on bonfires! Progress is important to improve everyday life. Sometimes you might not even realise the positive effects a change can have until you make it. Just think about the evolution of the telephone to smartphone. All I can say is you'll never know unless you try and the benefits speak for themselves.

How Pearl Scan can help

Here at Pearl Scan, we offer a wide range of paperless office and document scanning services which can be tailored to suit the needs of each individual client. Our services can ensure the process from paper to paperless (or at least paper-light) is a smooth one with optional extras including OCR processing, cloud hosting and document retrieval software. If you would like some more information about the paperless office and how your company can benefit, check out some of our blog articles. For a free, no obligation quote for paperless office solutions, get in touch today.

The Daily Telegraph released an article announcing the 9 worst predictions in the history of technology. Being in the technology services industry, we found this article very interesting and amusing. What do you think?

As mere humans, we are arguably not that great at predicting the future. In Back to the Future, Marty McFly travels to the year 2015 giving the scriptwriters and director a chance to be creative with how they saw the future of the world 25 years on. This involved the prediction of flying cars, hoverboards and self drying clothes.

With a bit of artistic license, these can be forgiven but the predictions featured in the worst technology predictions articles were made by big names in the technology industry. Here's a few favourites among the spectacular gaffes...

IBM President Thomas Watson- "I think there is a world market for maybe five computers." (1943)

Well...where do we start with this prediction? Is there anything that needs to be said?

Are you reading this on a computer? Yes? Have you had more than five computers in your life? Probably. The verdict: This prediction is pretty horrifyingly wrong, especially coming from someone at a company that recently brought in an annual revenue of $100bn selling computer hardware and software!

Founder of 3Com, Robert Metcalfe- "I predict the internet will soon go spectacularly supernova and in 1996 catastrophically collapse." (1995)

This is another prediction that, in hindsight, is laughable. In 2011, there was an estimation of 2.1 billion internet users and this figure is guaranteed to have risen since. Far from collapsing, the internet has now become a vital lifeline for business, communication and information. It's even possible to store things online on cloud platforms such as important documents.

Founder of Microsoft, Bill Gates- "Two years from now, spam will be solved." (2004)

A quick look in my rarely checked spam folder last week revealed over 200 emails over a 30 day period. Sorry Mr Gates, but I think you were a bit far out with that prediction. Unless there's something he's not telling us...

Former writer for the New York Times, David Pogue- "Everyone's always asking me when Apple will come out with a cell phone. My answer is, 'Probably never." (2006)

If Pogue had just held on for one more year he might not have been forced to eat his words. Apple are now onto their 10th model of the iPhone and despite the death of CEO Steve Jobs, the market continues to boom.

How does this relate to Pearl Scan?

So as you can see, it's quite difficult to make a bold statement and predict the future when it comes to technology and often it's just not advised but we like to make a few bold statements of our own. Here at Pearl Scan, we see an increasingly digital world with less reliance on paper based resources and more digital file management. The benefits of going digital can be found in some of our other articles so in terms of progressive business, it's a no brainer.

If you would like some more information on the document scanning and digital document management solutions we offer, feel free to browse our website and blogs or get in touch for a free, no obligation quote.

 

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The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

Document scanning can boost your green credentials, lower your carbon footprint and even take steps towards saving the environment.

Running a physical file storage system can be one of the most harmful ways your company is conducting everyday business. Simply by switching to digital file management you can begin saving the environment, one document at a time.

Embrace Digital Document Management

Most companies don't realise the impact their file storage method is having on the environment but continuous use of paper, ink and printers can be very harmful for the planet. This is where digital document management provides a much needed boost for companies' green credentials as well as reducing the release of harmful chemicals and using less paper.

What Can Be Done?

You just need to complete a few steps to implement an efficient and environmentally friendly document management system.

Firstly, you will need to digitise the files you currently store in hard copy so they can be viewed, edited and share digitally without the need to waste paper photocopying and printing multiple copies.

Secondly, these files should be indexed and made fully text searchable to ensure improved file retrieval times before being placed onto a shared network or online cloud platform.

Finally, you should encourage your staff and colleagues to think twice before printing and send messages via email instead of on paper.

It's quite simple really but the impact can be huge!

Other Green Ideas for the Office

Document scanning can help you take a huge step towards boosting your company's green credentials but it can be complemented by other schemes;

• Cycling to work or car sharing to reduce carbon emissions.
• Recycling in the office.
• Switching off lights and electrical equipment when not in use.
• Encourage the use of mugs and glasses NOT plastic cups.
• Purchase 'green' office stationery and organic food supplies.
• Use energy efficient lighting methods

For more green office ideas check out this list.

Document Scanning Services

While we know that you can't wait to start helping the environment, we also understand that sometimes you just can't spare the time to digitise documents and set up new management systems so that's where Pearl Scan can help. As a document scanning company, we handle the entire process from collection of your documents to scanning, conversion, delivery of digital files and disposal of hard copies. Our service is completely bespoke and can be tailored to suit each client's needs offering a huge range of benefits from cost and space savings to efficiency boosts and 'greener' offices.

For more information about our document scanning services please feel free to browse our dedicated website and blog or get in touch today for a free, no obligation quote for your scanning project.

 

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900