Why Should Your Document Management System aim at a Paperless Office?

Despite the tablets, the scrolling, the one touch, the face recognition, the effortlessly cool designs, the brand new screens and that slick new laptop on your desk, I bet you still get the occasional papercut.

In spite of the culture of ever-evolving office organisation, we still live in an age of paper. Almost all documents seem to have a paper copy. Unsurprisingly, this mode actually keeps you inefficient. Consider the space it uses up, the difficulty of preserving paper documents, the hassle of sorting through them, and finally the difficulty of creating back-ups.

So why not consider going paperless? And we mean truly paperless. No more paper-cuts, no more time-consuming paper aeroplane competitions and absolutely no more origami. Going paperless would mean the primary documents are the soft-copies, as opposed to hard-copy documents with soft copies (PDFs and Images) on the server.

Why should you go paperless?

It may seem there are disadvantages to going paperless. For example, protecting digital files requires a bit more than a lock and key and the process of switching over from paper to digital is time consuming and takes a fair bit of upfront effort. There’s no need to fret, however, all that can be solved quite easily.

Disadvantages aside, the advantages are numerous:

  • When you eliminate paperwork, your employees have more time on their hands. They’ll be saved the hassle of filing, organising, archiving, locating and shredding all that cumbersome cluttered paper.
  • You’ll save money. Paper-based offices aren’t particularly budget friendly. After all, a fortune is spent on the paper itself not to mention related items – ink, supplies and postage.
  • Paper-free, hassle-free: Organisation is easier when you go paperless. When you access a paper document or file, it comes with the added hassle of putting it back. Also, looking for hardcopies is more time consuming than using a simple search algorithm.
  • Improved accessibility! Digitised documents can be accessed from the server, cloud or otherwise – even remotely.
  • You can save a lot of space when you get rid of the sheer bulk of paper. Imagine all those empty shelves and filing cabinets.
  • And finally, help save the environment! By using less paper, fewer trees are cut, and greenhouse gas emissions are reduced. It’s as simple as that.

The advantages are simple! The switching-over is trickier. The best way to go about switching over to a paperless mode is to follow a systematic approach.

So what are the steps?

  • First, organise your documents. This begins with two simple piles – “to be digitised” and “not to be digitised”. Once that’s done, you can start prioritising; determining the relative importance of each and every document in the “to be digitised” lot.
  • Secondly, scan and digitise – as per your organised groups.
  • Next, clear the space. Here’s your chance to get rid of all unwanted paper by destroying it – securely, of course.
  • Lastly, make it policy. It’s crucial to establish a procedure to follow the new paper-less format. There’s no point in digitising as a once off and not making it a matter of practice. Effective, lasting, paper-less practice.

Implementing digitisation in a predominantly paper-based office can be quite a tricky process, and the path ahead is rife with pitfalls. Therefore, any and all possible road-blocks should be properly considered with strategies put in place to tackle them. So when it comes to planning strategies and the safest way to forge ahead, might it be worth outsourcing to an expert? Switching to a paperless strategy becomes simpler, cheaper and far less time-consuming in the hands of a Secure Document Management System provider.

Where can you find one of those? Well, they’re not just wandering around in the wilderness. To get in touch with the professionals to help you go paperless today you can call 13 ZIRCO, email services@zircodata.com or follow this link. It’s time to clear the clutter!