6 things to keep in mind when moving into a paperless office

Many businesses are going towards paperless offices instead of traditional paper based ones. The reason is simple because they feel tired and overwhelmed by piles of paper, heavy sets of old records and envelopes and they want to reduce this jumble.

If you do not believe, you see how many messages in the inbox of your e-mail and try to imagine how much paper is used if the messages are to be sent by traditional mails.

Many people have switched to paperless offices. They can use the scanner to replace the copier machine or send electronic faxes to replace the usual paper faxes. In short, they are increasingly getting more from investments in hardware, software and their technology.

Want to join the campaign against paper or to save trees? Here are six  things to keep in mind when moving into a paperless office. 

1. Make sure you backup the files.

In a traditional backup system, you will copy documents and store them folders, label them so that later you can see them from the storage box. There are many people and companies to develop electronic storage systems to simulate the old paper system to store documents listed in types of customers, projects, and other categories. However, they need to be backed up files. The backup solutions can minimize the risk of data loss when the computer is broken. 

2. It takes time to turn into a paperless office

Your office or your company will not move from the entire paper to paperless in one day. It's a process. You can start by scanning all the invoices you receive in your system, then all general business documents involved.

3. You will need to rearrange your office. 

Often there is no disturbance in saving office space when you start focusing on not using paper. However, in the transition to a paperless office, the difference in the physical storage space is becoming apparent. 

4. “Paperless" means using less paper.

It is very feasible to scan all documents received into your computer, and store all your company documents in your system. But you can still have a little paper in your office. Not all of your customers would like to receive electronic bills. Some partners still want to talk to you by traditional mails, taxes and adjustment requirements that may also require you to do some work on paper. 

5. Everyone must participate.

Everyone including your partner, your spouse and your family members, or employees must participate in the exchange process as a new way to work. The change can be difficult. They will have to learn new habits that actually they already know. People have to understand how to use new software and you also have to learn how to get familiar with a new environment.

6. Using less paper is the first step of reducing expenditure.

The most visible impact of the transition to paperless office is to reduce the cost of printing, mailing, shipping and storing paper. Over the time, a lot of other benefits become clearer.

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