Aiming for a Paperless Office
In spite of the ever-evolving office, we still live in an age of paper. Almost all documents seem to have a paper copy. Going paperless would equal primary documents in soft-copy only, as opposed to hard-copy documents with soft copies (PDFs and Images) on the server.
Why should we go paperless?
There may seem to be disadvantages in 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 can be time consuming as it takes a fair bit of upfront effort. However, there’s no need to worry, as that can be solved quite easily.
- When you eliminate paperwork, your employees have more time on their hands, as you are removing the hassle of filing, organising, archiving, locating and shredding.
- 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.
- 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 function.
- Accessibility. Digitised documents can be accessed in numerous ways when needed, versus the restrictions of certain hours.
- You can save a lot of space when you get rid of the sheer bulk of paper.
- And finally, helping the environment! By using less paper, fewer trees are cut, and greenhouse gas emissions are reduced.s
Ok, we’re convinced about why but how do we make the switch?
With years of experience behind us, we have learned a thing or two about paper and moving paperless. Here are a few guidelines we abide by:
- First, organise your documents. This begins with two simple piles: ‘To Digitise’ and ‘Not to digitise’.
- Start prioritising the ‘To Digitise’ documents by determining the relative importance of each one.
- Then scan and digitise into organised groups and folders. If you have a very large number of documents, we recommend outsourcing to a reputable information management company, as this project can become cumbersome and technical.
- Review the ‘Not to Digitise’ pile. Could these documents be needed in the future? If so, securely file them. If not, consider professionally shredding them to ensure the information on them is securely destroyed.
- Finally, make your new information management processes a company policy. To make this a long-term solution, it’s vital that it is adhered to ensuring an effective, lasting, paper-less practice.
If you are ready to start your digital transformation journey today, whether you choose to work with ZircoDATA or another records management expert, it’s important that the right steps are taken to ensure it’s a seamless process every step of the way. If it’s time to clear the clutter, you can start by contacting ZircoDATA by calling 13 ZIRCO, email services@zircodata.com or follow this link. Additional Service Information: Professional Records Management Secure paper shredding Digital Transformation Services ZircoBRIDGE – Your Online Information Management Portal
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