Technology Tips to Support the Paperless Habit

There are many ways to support becoming a paperless office and one of the first ways is to make sure you have the technology that supports the habits. Here are three technology tips to assist workers in becoming more paperless

1. Use Scanners: Make sure there is an easy and convenient method to scan paper documents that are not in electronic format. Scanning important paper documents, such as historical documents, into an electronic format makes for simplified electronic filing and retrieval. Scanning also works well for paper files that are compiled from various sources that need to be saved as one document. Make sure the scanner has the following features; multiple document feed , conversion to PDF, OCR capabilities and direct emailing of scanned documents.

 2. Consider Dual Monitors: When processing data, workers often need to view documents simultaneously.  Consider installing a second monitor if the work performed requires multiple programs and systems to be open concurrently. When workers have the flexibility of seeing two windows or two screens at one time, they can review one document while processing or taking notes on another, alleviating the need to print hard copy documents in order to have the same functionality.

3. Use Tablets: Tablets are very useful in helping individuals go paperless, especially with meetings. They are portable devices that can access and view data quickly. Tablets are useful for those individuals who are project managers who need access to all project data in meetings or at client site, they are also useful for managers and executives who are in back-to-back meetings and need access to handouts and rather not carry the paper.

 

Let us help you become the paperless office through our consulting services or our Becoming a Paperless Office training. Contact us to learn more!

Becoming a Paperless Office: The Cost, Environmental and Efficiency Benefits

There is a clear environmental need for paperless offices. The paper industry is one of the world’s major polluting industries and one of the largest contributors to greenhouse gases with over 900 million trees cut done annually. The EPA reports that paper is the number-one material thrown away, comprising 40% of our waste stream. According to the National Resources Defense Council, “The pulp and paper industry may contribute to more global and local environmental problems than any other industry in the world.”

In addition to environmental impacts, paper is time consuming to manage. Record keeping constitutes more than 90% of all office activity. Studies indicate that of the paper filed, over 80% is never referenced again! One Xerox study showed that over 45% of the office paper that is discarded was thrown out on the day it was printed. A great deal of time is being wasted printing, sorting, purging, and filing paper.

Then there is the cost aspect of paper. According to the Association for Information and Image Management, the lifecycle cost of a document is over $20, which includes the cost of paper, printing, mailing, distribution, and handling fees. An older study done by Coopers and Lybrand in 1998 (now Price Waterhouse and Coopers) estimated the cost of paper management to be about $50 per document. In addition it takes up valuable real estate, it is estimated that it costs on average $314 per filing cabinet solely for the space it consumes in an office.

Essentially becoming a paperless office could reap the benefits of improved efficiency and effectiveness, reduce cost, and improve the brand and image of the company by becoming a better corporate environmental steward.

Let us help you become the paperless office through our consulting services or our Becoming a Paperless Office training. Contact us to learn more!

Become Paperless: Request all documents electronically

According to a study by Xerox, approximately 30 per cent of printed documents are for one-time use only.  Often our colleagues will put in our desktop ‘in box’ a hard copy of a document. Or often the paper pile-up happens through meeting and training handouts. This is usually based out of user habit or simply people thinking their colleague might be more apt to read it if it is in paper. Ask your colleagues to send you all information via e-mail or other electronic means, and then you can determine if you need to print it or not. Many of the statements and information we receive from vendors can be received electronically, if only ask and request it. Remember almost all data is created in an electronic format so make sure you get it that way and reduce your own paper pile up!