Better, Faster and Easier Paperless Communication

You want to go paperless, but how can you get from here to there? According to experts in the field of paperless communications, there are simple, manageable steps for making the transition. It begins with formulating a plan and creating a realistic timeline for accomplishing the task.

Set Manageable Goals

First, decide what types of documents need to be scanned and saved and how far back you need to keep records. Your legal advisors can help you with this. You’ll need to keep all tax documents for seven to ten years, and any contracts with other companies or customers that are still in effect.

Develop a System for Paperless Documents

Devise a process for incoming documents to be scanned and stored. Some documents, such as those containing legally binding signatures, need to be kept in original paper form, but these can also be scanned for easy accessibility to employees who need the information to handle phone calls or customer inquiries.

To handle incoming documents, you need a good document management system, electronic fax services, scanners and a method of document conversion. Develop a good file naming system so all documents and files can be easily accessed by others within the organization.

Tackle Old Files

The most time-consuming part of going paperless is converting old documents into electronic format. Many companies hire temporary employees or contract with a service to handle this part. Small companies offer employees overtime opportunities to get the job done in the evenings or on Saturdays.

Important Considerations

Email fax services and document management systems available today place a high priority on security. Using a thin client server offers the advantage of keeping sensitive documents away from the Internet while making them easily accessible company wide.

A good backup system is essential for the paperless office. Talk to your IT department or a system consultant about a fail-proof backup system. This is your protection from fire, natural disaster, acts of terrorism and other events that can threaten your means of doing business.

It’s Worth It

The initial cost of converting to a paperless system are outweighed by the ease and convenience provided by such a system. When documents are secure and properly backed up, they are safe from the hazards that paper documents face. Accessing your contracts, tax information and other documentation is quick and easy.

Layers of passwords make information accessible to any level of employee you choose. A paperless office is more cost-effective, less cluttered, has more space for employees and equipment, uses less off-site storage space and needs fewer employees for filing.

Paperless offices also experience fewer growing pains because adding electronic access to new employees, customers and vendors is less costly than increasing paperwork for each new company addition. The paperless office is, by nature, faster and easier to operate.

So Lovely Weather

Oh what a beautiful day!
Yes, as I am writing that line, I could not help but sing tee hee!
I really wish I was out right now with my boys and having a run on the park while they bike. It’s such a beautiful day today with high 60sF weather, I could wear my shorts and flipflops but I have to work hahahah!

This reminds me of our thule bike rack which needs replacement huh!
Did I tell you I need to work? .

Gadgets Galore

Last night, over the phone with my mom, she was so amazed how I made it clear to my Kindergarten that wii game, Xbox360, Computer Video Games, iPhone Games as well as PSP Go games are banned during school week. I just had to give this house rule as soon as he began big school (read: 8:45-3:25 daily schedule). I think this would distract his learning ability throughout the week. Yes, he may play with his toys and of course, outdoor activities but video games, na-ah. Speaking of, if you are thinking of how you can manage those tangled cables, check out this tumblr photo. A very neat idea, indeed!

DO NOT DISTURB.

This Duplex Workplace is suppose to help you concentrate. A perfect table and working place for people who do not have quiet study areas and work stations, or those who works on TOP SECRET jobs LOL!

But honestly, I do not think I would be able to concentrate well in this kind of table. For one thing, I might develop eye strain or would be needing effective wrinkle eye cream because of the distance and enclosure. Oh well, to each his own, some would love it, some won’t.

FROM HERE.
No Peeping Tom Over My Shoulder

Do you live in a crowded house and suffer from lack of privacy while working? Your lucky day today! Sophie Kirkpatrick has the perfect solution for your plight; The Duplex Workspace Desk. A desk with a hood! Pull it up when you want to shut out the world and concentrate on the task as hand; pull it down when you are ready to mingle.

The Duplex Workspace is a one off prototype but Sophie is looking into developing the concept and is currently on the lookout for the funding and facilities to do so.

Size – approx L 1200 x D 600 x H 1500
Material – Ash Veneered surface and hood. Solid Ash turned legs.

for the Music-Lovers

As I was researching on SSDI, I chanced upon this photo from Tumblr. Reminds me so much of my dear couple-friends who are uber music lovers and yes, they also love collecting accent chairs. It would be a perfect gift but the question is where to find this?

the sofa hunt

Originally, DH and I were keen at getting sectional sofas with upholstery fabric similar to the ones in the photo. But then we found an Italian leather contemporary sofa 2 weeks ago and it wasn’t even white. The shade is called Forenza Red. We got a good deal that we instantly grab it, I can’t wait for it to arrive. We also changed our dining set and so far we are enjoying it. 

golden cups.

I was dead set to check how to buy gold coins but since the topic of investment isn’t my forte, I would just have to wait for DH to check GoldenEagleCoin.com. In the meantime, check out these cool cup lamps. Perfect for the coffeeholics. Would work nice even on your bedroom but I’d rather have this in our coffee corner, that is if we’d have one in our future home .

lenient Wednesday.

I am so grateful that when my online tasks are pouring endlessly, my full-time workload is a little lesser than usual. Looks like my prayers of maintaining work-life balance are answered. So yes, today is a lenient Wednesday and in fact as I type this, my colleague Bri tries to learn how to blog too hee hee. She was too busy researching for an affordable ipad insurance when I distracted her and showed her these ipad sleeves. Aren’t they pretty? Happy Hump day everyone!

must.back.up.

Even if my HP laptop has miraculously resurrected from death, hee hee, I must still empty the hard drive of this laptop and start backing up files and software. That would be such a hard work because of the huge files and photos I have been saving in this laptop but then again, it is I who would benefit from this just in case it suddenly conked out on me and heaven forbids, finally crashed. Speaking of backing up, these USB drives are the cutest. I saw them at a friend’s blog.

his dream house.

Now, this is DH’s ultimate dream house. When he saw this photo from DesiretoInspire.net, he told me to bookmark it. I wonder when this dream home turn into a reality. But for now, I need to go over the quotes from carinsurancelist.com, pay our bills online, and set aside a few funds for our dream home fund tee hee.

How’s your Saturday so far?