What is a Paperless Office and How a Document Management System Helps
With the advancement of technology in almost every aspect of office work, there now is an unprecedented increase in the popularity of paperless offices. While the most salient or obvious benefit of going paperless is that you get to put in your share of preserving the environment, it also actually helps the entire office or company to limit or reduce overhead expenses. Also, some of the biggest companies out there have been victims of date stealing due to the fact that paper documents are so easy to obtain.
If you're a small company or business owner, the decision to go paperless won't necessarily mean you produce capital to invest in paperless software. For the meantime, you can instead take it slow and do some stuff that will prepare the office for that big transition later on.
Kick Start Transition by Scanning Files
The most convenient means of eliminating paper documents is to simply scan them and put them in archive. If you happen to own a scanner, well, that's good for you; but if you don't have one, you can purchase this equipment for a price that won't hurt your bank account. After which, you will want to seek help from your IT department on how to upload those documents to secured and reliable cloud services online like Dropbox and Google Drive.
Take Advantage of Paperless Faxing
You can't deny the fact that as a small and budding company, you may still be highly dependent on the old way of faxing documents. The reason is probably because as much as you want to use something better and newer, you still don't have enough capital to use and spend. Fortunately, you now have the option to buy a multifunction printer (it really won't cost that much) that comes with the ability to email fax messages in the form of a PDF file instead of a physical document or paper. Therefore, you no longer have to add to that already mountainous file of paper at the office. Check out http://www.encyclopedia.com/doc/1G2-3401200109.html for more info about paperless office software.
Now once you've made that slow but sure elimination for the need of paper documents, then it's time to shift into higher gear by planning the transition and incorporation of a document management system. Naturally, the first question to ask is what is it and how can it help you?
By definition, this kind of system involves electronic filing cabinets designed for providing offices a comprehensive framework for the effective and convenient organization of both paper and digital documents and files. This particular system works by combining with other equipment and tools like scanners and local search engine, in the process providing employees and workers a faster and better way to access files and data without scouring through paper documents. It promotes better organization, cost-effectiveness, security, and best of all, better productivity in the office. Please check out Lucion Software if you have questions.