So your desk is buried in paper, your shelves are overcrowded with stacks of documents, and you’ve carved out just enough space for your keyboard, mouse and coffee? It’s time to go paperless, not just for your own sanity, but to streamline the entire business.
It’s the one move that saves time and space while gaining flexibility for your workforce.
When you’re ready to adopt paperless processes, consider these 4 steps:
Make use of the Cloud for storage and search:
Dropbox or Google Drive are the easiest tools to begin implementing paperless storage and collaboration, though there are others such as Evernote and Microsoft OneNote. Documents can be uploaded, viewed and edited only by those with permission and as well as clearing paper clutter, Cloud storage makes everything more flexible too.
No matter which you choose, you’ll be able to easily find files using search functions, and no longer need to remember whether it was filed by name, subject or category – just enter what you need and let the system locate it for you. Then simply update, share or email the file as required.
No more filing cabinets or archive rooms, just clutter-free workspaces, room to breathe, and possibly even lower overheads now that you could fit into a smaller office space. Digital files will also allow remote access, perfect for working on the go or mobile staff. Access files at any time using your secure login, on any device, from any location.
The added bonus of course, is that the Cloud storage also acts as an offsite backup for you and many have value added services such as unlimited ‘undelete’ – where deleted items are retrievable at any time, so you don’t have to worry if you’ve deleted the wrong thing!
Make sure that there is training or information to ensure that all workers are up to speed with the new system and the way you’d like things done. This is the time to set standards for file and folder names, new collaboration and security rules. Long-term adoption will require cooperation from workers at all levels of the business, and training for everyone will go a long way towards success.
Scan necessary papers:
The move towards digital files often requires a step back to scan necessary files into the system. Many of the office grade multifunction printers offer double-sided feed scanning, so you can quickly scan papers into the system and then dispose of the paper.
If there are practical or legal reasons for you to keep the paperwork, secure storage offsite is available whilst you use the digital copies for day to day work.
Alternatively, you can obtain special scanning hardware (like Fujitsu Scansnaps) which scan and digitise documents or there are companies that provide bulk documentation scanning for you.
Each file will digitise to quite a small size, so running out of hard drive space shouldn’t be a concern.
The best way to prevent file and document loss is to have a robust backup system, including a regular off-site backup. Treat your backups as a vital insurance policy, so that your files are readily available and intact if required.
Ready to go paperless? We can help. Call us today at 01455 209505.