Four Ways To A Paperless Office
Operating a paperless office can have several advantages for any growing company or household. In some instances, electronic data storage is regulate, so finding ways to a paperless office becomes a necessity.
The European Union have all sorts of data laws as do many other countries in the world.
A paperless office can save you money. Reducing your reliance on extra office space for file cabinets, lowering the amount you spend on paper and reducing your wasted time handling the records.
When it comes to creating a paperless office, this is easier said than done. I don’t know about you but I like to have a bit of paper to scribble on occasionally!
There are several methods you can use to reduce your dependency on paper and move your office towards a digital approach. Remember to ease your company or household into these new procedures; it will take time for a successful paperless-ness.
Switch To Paperless Billing
A large portion of the paper your company or house generates is to do with bills. Either in accepting customer agreements, sending out paper bills or receiving invoices, we all get those bills.
By allowing your customers to set up accounts online using an electronic signature you could replace your paper billing system. An online, digital billing method will reduce your paperwork fast and you can start the transition to a paperless office.
Most household billers will allow you to pay directly online, and go paperless just by ticking a box.
Use Digital Documents Internally
Think about all of the paper documents your company generates. Do you use paper for internal memos, reports and other purposes?
The process of switching customers over to paperless billing can take time, some customers will not want to pay their bills online.
You have complete control over how your internal documents are generated. You can immediately switch those to digital format to put your company on the path to a paperless office.
This is something that could be done quickly and efficiently. Planned properly and with sufficient employee training it can be simple.
Google Docs is a fast, secure way to start storing important “paperwork” in digital formats. You get to control who has access to those documents and what rights they have.
Also See : How to build your Green Office
For years, offices would take up thousands of square feet of space with file cabinets. Many have boxes for hard copy paper storage hidden in corners and roof spaces.
Even if some of your customers will not go digital, you can still reduce your clutter by scanning your existing documents for digital storage.
Once you have them scanned, then destroying the originals, or moving the originals to an offsite storage location will free up space.
This allows you to add the hard copy documents into the same database as your digitally-generated data. Your documents will be easier to retrieve and you can expand the scope of your data archive.
You can use Amazon Web Services and take advantage of their Secure Storage Service or S3 to keep those files securely.
Move Faxing To A Digital Format
Even in this high-tech age, the concept of sending a fax between businesses is still extremely popular.
Instead of a fax machine that utilizes paper, you can transition your company to a digital fax server which will allow you to send and receive faxes without using paper.
By cutting paper out of your business model you can save money and time. Once your company dedicates itself to a paperless business model, it can become easier to get started.