Ways to Begin the Switch to a Paperless Office

Contemporary offices no longer rely on mounds of paperwork in order to keep their operations efficient. Most have found a content management solution that lessens the bulk of paper documents in file cabinets and makes their staff much more productive. Because most people have made the shift to electronic documents and correspondence, it is rare to see someone hunched over a pile of manila folders search desperately for the one document they cannot seem to find. Here are some innovative ways that people have made the switch.

paperless

Scanning

If one person had to retype every document in-house to ensure it was catalogued electronically, the number of work hours required for this task would be unimaginable. One of the best approaches to this process is scanning documents into electronic files. Some companies who offer this service to business owners even have specialized software that can connect to business owners’ existing systems and extract only the information that is relevant for saving. This becomes especially important for functions like billing or benchmark client documents.

Printing

Imagine pressing the print button within a word processing document and not hearing the local jet printer warm up or slide a hard copy document onto the printer tray. One way some business owners have chosen to stay as paperless as possible is to change the print function in all their software away from physical printing. Instead, the print function generates a PDF document that can be easily read in a special document viewer. Those who absolutely need a copy in hand still have the option, but the PDF creation prompts them to think about the necessity of printing.

Cloud Storage

The use of cloud storage services not only relieves the act of adding more paper to the office, but it also saves memory on a desktop or multi-function device. Your documents can be safely stored on a server and accessed virtually so that they are not taking up any local space. Clouds are a great platform for those who are collaborating on projects from multiple remote locations, as well. They nearly eliminate the need for faxing or attaching documents to email.

There may still be some business owners who need to have printed documents on file in their offices. Professions like attorneys often need original documents with signatures and other information for authenticity and legal compliance. Others, however, have no excuse for loving paper. If a document can be scanned or converted to PDF, it does not need to exist as a real-time office fixture.