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You will sooner or later want your company to go digital. Paperless office-document scanning can greatly reduce and sometimes even eliminate the amount of paper that is used in offices. This can be achieved by converting documents and any other paper that is used into a digital form. It will help to save money as well as space, boost productivity and sharing of documents and information that much easier.
It will also be more effective in keeping personal information secure and at the same time help with the environment. The making and use of paper has had many effects on the environment and this is better known as paper pollution. When the pulp mills are producing paper they tend to pollute the land, water and air.
Many people now days are starting to receive their bills and statements via the internet. This is cutting down on the postage, envelopes and the time spent sorting out invoices and checks. With this method one can miss getting those nasty paper cuts that tend to bleed and sting for ages.
One such facility that is efficient in storing and filing documents etc is Dropbox. One is able to create different folders for each employee making reports that much quicker to complete. Another good option that one can use is YouSendIt. This is for free and one will get unlimited storage while still protecting the work with sharing controls.
Each customer's item can be scanned and indexed so that finding them again is pain free. For anything that needs to be scanned one will need all paper clips and staples to be removed. Ensure that the paper is correctly fitted onto the scanner so that all information is visible. Once the info has been scanned there will be an address that is stamped with a box number as well as a position number.
This method would be most efficient in lawyers or doctors' offices as there is always a very large amount of files that are left open on the desk. It is a proven fact that clutter can make one less productive and more inclined to feel pressurised. If one is trying to locate a certain document while speaking to a client or patient this can take up a lot of time.
With the process of turning paper into digital data one will still be able to manage the files easily. Sending of faxes and emails will ensure that a secure audit trail can be kept. With just a click of a button paperless document scanning could all be solved leaving one more able to concentrate on other things that are more demanding.
It will also be more effective in keeping personal information secure and at the same time help with the environment. The making and use of paper has had many effects on the environment and this is better known as paper pollution. When the pulp mills are producing paper they tend to pollute the land, water and air.
Many people now days are starting to receive their bills and statements via the internet. This is cutting down on the postage, envelopes and the time spent sorting out invoices and checks. With this method one can miss getting those nasty paper cuts that tend to bleed and sting for ages.
One such facility that is efficient in storing and filing documents etc is Dropbox. One is able to create different folders for each employee making reports that much quicker to complete. Another good option that one can use is YouSendIt. This is for free and one will get unlimited storage while still protecting the work with sharing controls.
Each customer's item can be scanned and indexed so that finding them again is pain free. For anything that needs to be scanned one will need all paper clips and staples to be removed. Ensure that the paper is correctly fitted onto the scanner so that all information is visible. Once the info has been scanned there will be an address that is stamped with a box number as well as a position number.
This method would be most efficient in lawyers or doctors' offices as there is always a very large amount of files that are left open on the desk. It is a proven fact that clutter can make one less productive and more inclined to feel pressurised. If one is trying to locate a certain document while speaking to a client or patient this can take up a lot of time.
With the process of turning paper into digital data one will still be able to manage the files easily. Sending of faxes and emails will ensure that a secure audit trail can be kept. With just a click of a button paperless document scanning could all be solved leaving one more able to concentrate on other things that are more demanding.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about paperless office, she recommends you check out Docufree.
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