Paperless office solutions
Simple, cost effective and quick to implement.
While it has become something of a buzz term, the paperless office is actually a highly plausible future for the way our offices work.
Though systems continue to improve all the time, we are now in a position where we have come to rely on computer systems as much as we do paper. New laws and legislations within the last few years also mean that more and more documents are legally recognized meaning that we are considerably less reliant on paper based files.
The benefits of going paperless
- The time that you and your staff will save sorting through and searching files for vital information that you need.
- This in turn leads to cost saving as staff will be able to complete other tasks around the office with the time that you have gotten back.
- Employee morale will rise because of a more varied work day and this has a major effect on efficiency which is another major effect of the paperless office.
- More can be done in much less time.
Can you imagine being without paper on a daily basis and in your working life?
It can be hard to imagine especially as we're so used to paper being around that we don't even notice when it's there. So why can't we be in a place where we don't notice that it isn't there?
It is quite simple; just work with the alternative which will be digital version of the paper that was once there. That's a pretty easy process you would think, but it's also a mindset built up over a short period of time. For example, you might find yourself looking around for a particular document that you need information from in a filing cabinet or drawer; this is normal practice, it's just what we're used to.
Once established, an electronic document management system (which isn't as complicated as it might sound), can become your company's very best friend and once your staff are used to the transition, which can depend on their level of expertise with computers, which will usually take a very short period of time. If you're used to sharing a document with a fellow staff member by printing it and passing it on, then just email them the PDF using our document management software. Quicker, easier and saves on paper. And once the system is in place, you might wonder why you never thought about being paperless before... We go into our paperless office solutions in the other tabs you'll see above.
Environmental effects of paperless office solutions
Paperless office solutions are known to help environmental efforts in a number of ways. They include:
Less paper usage:
Despite efforts by many organisations, both charitable and government, there is still a great deal of deforesters out there extracting trees and not properly replenishing the land with new growth. This means that there are less trees, which means less oxygen in the environment as well as no habitat for local wildlife in order to survive leading to extinction in a lot of cases. The paperless office helps you to reduce your paper usage to help fight against deforesters. Your paper may very well come from an ethical company that replenishes it's supply of trees with new growth, but it's very difficult to actually find this out, and why take the risk? You'll be helping the eco-system out either way.
Reduced ink usage:
Ink is now infamous for the effects it has on the environment, both the fumes of production, the actual usage of the ink and the after effects of the plastic casing being very difficult to recycle.
Green ink is the most harmful to produce and use. Sort of ironic.
What about before the system is in place? What will we need?
Well to put the paperless office in place, we simply need to scan and convert your document library into digital documents which can be accessed on any computer, anywhere when connected to your network. There are a couple of ways this can be achieved:
Offsite document scanning
This would consist of us picking up your documents from you and bringing them back to our central hub for the document scanning and conversion. We have worked with our couriers for what seems like decades, so we know that your files will be in safe hands, both on the way to us and once they get here too, thanks to our Red Care security systems, multiple surveillance cameras both outside the building and in, as well as our padlocked, shuttered and alarmed doors of which there are 2-3 doors on each entrance to the building before you are in the scanning area and storage facility.
Onsite document scanning
We recommend onsite document scanning for those who do not want their documents to leave their property whether you don't feel right about sending them to an external company or for further security reasons.
We also offer great software solutions so that you can truly feel the benefit of going paperless. Halogen our document management software, has been developed in house and is made to be as simple and easy to use as possible whilst offering many features such as the ability to edit documents, search through entire files and email and share the data with others.