Achieving the Paperless Office
27 Dec 2009 | Category: uncategorized | Author: admin
The paperless office is a concept that has captured the imagination of many professionals who's desks are covered in clutter. Some years ago, the idea of the paperless office was popularized as an ideal in need of attaining. The concept is one of the newer, less understood methods of drastically increasing office efficiency and reducing costs.
Basically, the term "paperless office" describes the process of transferring records from paper to computer. Sometimes the paperless office is referred to simply as "document imaging". Often mistaken as a technology initiative, implementation of the paperless office continues to be in slow motion in many organizations.
The paperless office is so much more than just cutting down paper, though. A good system is designed to increase productivity and save time and money by automating document storage, manipulation and retrieval. Really, it is about the ability to move information as quickly as possible.
With a paperless office you will never lose another document, and disasters like fires can never destroy your valuable information. Security is much better with a paperless office as well, since you can control who sees what documents.
The paperless office is actually an investment, since it results in reduced costs for printing, mailing, shipping and storing paper. Companies are also able to improve service through implementing the paperless office since customer records are much easier to find and reference.
Using a paperless office system helps eliminate redundant information, since there is no need for multiple departments or employees to have printed copies of the same document. This also eliminates the need to distribute updated versions of documents. Once a document is updated in the paperless office the new version is immediately available to all who have access to it.
The paperless office improves document management by obtaining, accessing, sharing and storing printed output in a networked infrastructure, allowing employees to achieve greater efficiency. The term "document imaging systems" refers to paperless office software that helps you convert paper records into electronic files.
When documents are stored electronically instead of having physical copies filed away, fewer paper records will be produced and thus storage space required will be minimized. This can result in significant savings for companies who are located in urban areas where office and warehouse space comes at a premium.
In order to embrace the idea of the paperless office, people have to change their habit of using paper. Getting employees to accept a paperless office requires user-friendly systems that allow people to actually work without paper and not sacrifice job performance. As with all new systems, there is a learning curve.
Working without paper takes getting used to, and some resistance by employees should be expected. This is where training and coaching on the benefits of the paperless office to each individual's daily tasks is important.
The marketplace for paperless office technology has exploded, and intense competition has brought prices down. Technology has finally reached the point where a paperless office is actually within reach. New web programming languages that take advantage of high-end database technology are now delivering on the promise of a paperless office.
Much has been written about the paperless office as a goal that was never achieved. While predictions of the paperless office began over 10 years ago, statistics show that 90% of the world's information is still on paper. Nevertheless, the longstanding goal of creating a paperless office is finally beginning to emerge.
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