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Offices that operate a paperless office can draw on a number of benefits including increased employee productivity and a greener work environment due to the reduced use of paper. There are many ways that offices can convert to paperless operations. However, to transition seamlessly there are a few tips that can help make the experience smooth and seamless.

Start Small

Attempting to implement paperless operations in one big project can be detrimental to business. This can be avoided by starting small and working up in conversion size. Consider transitioning one office or department at a time, and ensuring that all employees are comfortable with the new operations before asking another area within the business to embrace the digital era.

Offer Employee Training

Switching to digital operations is easier when addressing issues with how a new system works straight away. Investing in time before converting an office to digital operations gives employees the chance to ask questions, develop their understanding and get to grips with plans before they are rolled out through a business. Such time investment can save time, money and make the transition easier as companies can be sure that all employees are singing off the same hymn sheet.

Spread the Word

Ensure that all members of a business are aware of the upcoming change and educate them on what going paperless means for their day-to-day activities. Slowly begin to discourage devices that use reams of paper such as printers, fax machines or photocopiers. Reducing paper usage means that staff will simplify day-to-day tasks.

Be sure to spread the message to the outside world too. This is a great way to generate publicity and is a unique selling point for any business. Paperless activities help make businesses eco-friendly. This can save money and boost brand reputation as well as bring in new earth-conscious customers.

Choose a Long Term Provider

Many companies offer paperless office services however, it is important to choose a company that will help make the transition easier not just at the beginning but for months and years to come. Some reputable companies offer as much or as little support as needed, giving customers the chance to draw on company experience and utilise the paperless experience in the best possible way.

Specialist document transition experts such as Pearl Scan Solutions can assist companies embracing the digital revolution at every step. With over a decade industry experience, Pearl Scan Solutions are experts in paperless operations and give companies everything they need to make the transition as seamless, effortless and beneficial as possible. That includes free search and retrieval software and a lifetime of support.

To find out how we can help your business why not give us a call and speak to one of our document specialists today!

Paper and ink documents require a huge amount of resources and energy, as opposed to their digitalised counterparts which can be created, stored and accessed with zero paper or chemicals. Even though ink printers are common, they are worse for the environment than many realise. Read more and discover the true environmental cost of paper and ink printing.

Ink

When it comes to inks, especially litho inks, there are some main areas of concern - the first is heavy metals. Certain pigments contain copper, zinc and barium which can be hazardous to the environment and workers’ health. In general metallic and fluorescent inks can be toxic. Metallic inks do not decompose easily and the heavy metal elements cause problems by seeping into groundwater and other natural areas. Petroleum based inks emit volatile organic compounds (VOCs) as they dry. Dangerous to humans and a contributor to global warming, this comes from web based printing such as heatset.

Soya can typically be found in oil, sheet-fed inks. Normally made up of two parts linseed, one part Soya, such inks reduce worker and environmental hazards due to being vegetable oil based. However, the expansion of the Soya industry is something that is controversial in itself. Waste ink can be recycled and made into low grade fuel, or mixed to form black ink and reused. However ink is toxic, so much so it is usually put in concrete in special hazardous waste landfill sites.

Paper

Everywhere we go, there is paper. From newspapers to magazines, billboards and posters – it is unavoidable. However, paper has more of an impact upon the environment than many would believe.

Over 30 million acres of forest is destroyed annually with 40% of the world’s commercially cut timber used for paper production. Pulpwood plantations and mills also endanger and destroy natural habitats of species that live in these forests.

The entire lifecycle of paper is environmentally damaging. Starting with a tree being cut down and ending in being burnt, which emits carbon dioxide. When it decomposes in a landfill it also emits the greenhouse gas methane.

Digitisation

Switching to a paperless office, by digitalising all physical paper documents, businesses can save money and contribute to a healthier environment. With 10 million tonnes of paper used per year, digital operations not only drastically reduce this figure, it also allows for increased productivity and a boost in staff morale – with less time spent on menial tasks such as searching for documents.

Switching to digital operations can help companies struggling for office space. Paperless offices also make it easier to increase operations, with online document services allowing quick and easy access to scanned items.

Did you know how much paper and ink can affect the environment? Are you now considering joining the paperless revolution? Continue reading about paperless office solutions.

Looking to secure your documents but all out of ideas? Here’s a solution which will offer you great security for important information.

As a nation, we have a sort of nostalgic love for paper. Nothing quite beats the feeling of a crisp piece of paper or the smell of a new book. With all of this gushing over paper, we often lose sight of its major disadvantages like the fact that it is easily lost, stolen or damaged. For this reason, it is curious that companies still insist on storing sensitive and important information in this way.

So is there a better solution?

Of course there is!

Document Scanning

Scanning and digitising documents offers the opportunity to store files digitally in secure document management systems. Files can be indexed and OCR software applied, to make them easy to find when needed but, to ensure that only the relevant people can view the digital documents, they can be encrypted and password protected. Imagine someone broke into your office with files stored in hard copy in filing cabinets, folders and boxes. How long do you think it would take them to steal vital information about your clients and the company itself? My bet is, not very long. They could be away with that information before your alarms have even been triggered. On the other hand, if you store your information digitally, in encrypted files with passwords to protect them, anyone who breaks in would have a difficult time trying to steal them before someone discovers them.

Misconceptions About Digital Document Storage

With the recent news about companies such as tech giant Sony being hacked with devastating consequences, many people are skeptical about digital file storage. I recently wrote an article addressing this skepticism and looking at what we can take from the hacking news but, in short, storing files digitally still is the safest way to store files, if done correctly. So don’t use easily hacked passwords and update security systems are just a few tips we are advised to follow to ensure important information isn’t stolen. If you follow them, your documents will be safe from loss, damage and theft.

Convinced?

Document Scanning Services

Scanning services like us here at Pearl Scan can scan your documents to help you benefit from increased security. Our service can be tailored to suit the needs of each individual client with a wide choice of digital formats and delivery methods for you to choose from. We handle to entire process from collection and scanning to delivery of your digital documents and secure shredding and disposal of the originals. If you would like some more information about how we scan documents and the other benefits for you and your company, give us a call or check out our website.

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