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.