5 quick steps to a paperless office

5 ways of creating a Paperless Office

Nowadays, many organizations are moving to paperless office concept due to many advantages of this system. Paper based offices are less productive as compared to those in which the paperless system is implemented. Most of the businesses do not know how to implement the paperless office environment.

In this article, we have provided 5 steps that can help you in shifting to a paperless office. So, let’s have a look:

1) Keep a track

First of all, audit the internal printing procedures of your organization. You need to track printers, copiers, shipping information, and everything related to the paper-based office. Then make a list of the things that are not necessary. Guide your employees that before printing any document, all of them 1

should ask themselves whether it is necessary to print this document or the document can be stored in electronic form.

You can also make a report in order to keep a track of the improvements in the process of implementing paperless office.

2) Make printing difficult

One of the simplest ways is to make it harder for the employees to print.

First of all, remove all the printers from the office. This will help you to make the employees comfortable with the new digitized system. The employees will start storing the files in digital format.

Moreover, you should also set the limit that what kind of files can be printed. You can use many tracking software programs that allow you to set the limit by setting each person with an access code for the printer.

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3) Save your files in PDF Format

Storing the files in digital format is very time saving and productive. Companies are shifting to the paperless office so that they can: 1) 2) 3) 4)

Save time Save space Save money Save the environment

The best way to digitize the documents is to store them in PDF format. PDF is a universal format that can be viewed and shared easily. You can also edit the stored PDF files. You can take help from the blogs of Classic PDF in order to know that how to edit a PDF. So, you need to: 1) 2) 3) 4) 5)

Collect all documents Scan the files t into the computer Open the PDF software Turn on OCR Save the files on your device

Hence, by following these simple steps you can save heaps of paper filling up your cabinets.

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4) Alternative to paper based documents received in mails

Ask your vendors to send all bills and important information via email. Also, use the eStatement facility of banks. So that you do not receive paper based files in your mails.

5) Use Cloud sharing devices

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Cloud sharing devices are a must in paperless offices. Nowadays, most of the organizations need to build a collaborative environment. So, by using these clouds sharing devices such as Google Drive, the employees can easily collaborate with each other by sharing and reviewing the files.

Therefore, by following these easy steps, you can move to the paperless office. We recommend you to save your digital files into PDF format. Classic PDF Editor can help you to edit the PDF text (pdf text bearbeiten).

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