A few steps to create a paperless office

A Few Steps to Create a Paperless Office in 2017 Digital documents are easier to store, manage, search, and process. Consider the digitization services offered by a document scanning company.

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A clutter-free workspace is what most offices aim at. In this digital world, piles of paper documents are difficult to handle and store for any organization. According to the report at Earth911, the United States consumes more than 80 million tons of paper annually. Digital documents are simpler, easier to store and send, more searchable and more versatile than paper. Instead of searching entire piles of paper, digital files can be easily located using file search.

Every day we hear of some we office or other going the paperless away – a recent news is that regarding Allen County Courthouse that is introducing e-filing from February 6, 2017. This is part of a statewide effort to go paperless. Already 29 counties are online. This will allow legal documents to be submitted from distant computers, saving law firms money and time, while also lightening the workload for courthouse staff. In Allen County, e-filing is optional for attorneys beginning February 6 and mandatory on April 7.

Benefits of Moving Digital By going paperless, businesses can

Save space and money

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Boost productivity

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Make documentation and information sharing easier

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Avoid printing expenses

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Keep personal information more secure

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Help maintain environmental-friendliness

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Improve firm’s efficiency

Strategies to Achieve a Paper-free Office With careful planning, the dream of the paperless office can be a reality.  Consider document scanning, forget printing - To go paperless, the very first thing to do is to scan your current paperwork, convert them into digital documents and file it for future use. As scanning is a time-consuming task, consider outsourcing the task to an established document scanning company.

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By scanning records and storing them in digital format, these can be easily retrieved, indexed and searched.  Handle internal documents with Google Docs- To share a document within the office or department, consider Google Docs, a free service run through Gmail.With this service, employees can work simultaneously with colleagues on a document or spreadsheet. The system also includes ‘chat’ option with others viewing the document. As it saves automatically, you can avoid the concerns of losing your work file.  Consider PDF conversion - Start simply by generating all documents as PDFs. With PDF conversion, organizations can store their documents in a universal format. This allows them to be filed, signed and reviewed on desktops, laptops, tablets and smartphones.  Transition to electronic signatures–It is ideal to consider e-signatures.

Electronically-signed contracts are now legally valid as those signed with pen.

A paper-free work environment is possible mainly if you can eliminate the single regulatory process of printing papers for the employee to sign in it.  Online payroll programs – As manual payroll is time consuming, complicated and prone to errors, advanced platforms are available to make your payroll and accounting online. Online payroll systems help small business make the process completely paperless.

Skilled technicians in a leading data conversions outsourcing company uses OCR software that recognizes letters and words in the scan and turns it into real text.

With reliable companies, offices can also benefit from scanning services for microfilms, photographs, books and more.

It is not easy to transition to a paperless office at the organizational level, mostly because of inertia at the institutional level. If managers and change agents make communication easy and clear, this inertia can be overcome and the entire organization made aware of the importance and benefits of going paperless.

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