The paperless office concept has been around since the 1970s however as a company we feel that it is now becoming an affordable possibility for the Small Business and in almost all respects, by using scanning and document management, we have just about achieved it.
Whatever the drivers and reasoning behind the desire to move to the Paperless Office are, yours are liable to differ from ours to some extent but they will probably include some of the same ones. Rather than listing the benefits we think that it is easier to include a few links to some other resources and tell you how we went about the process.
- Wikipedia — The Paperless Office A paperless office is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form. Proponents claim that “going paperless” can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment. The concept can also be extended to communications outside the office.
- Microsoft - 6 tips for a “paperless” office “Many people who use computers—whether it’s for their home or business — are moving toward a “paperless” office. Simply, they are tired and overwhelmed by scraps of paper, clunky old file folders, envelopes — and they want to reduce the clutter.”
After researching the availability of Document Scanners with particular attention to cost, features and functionality, we decided to buy the Fujitsu ScanSnap 1500 and as the “Deluxe” version comes bundled with a simple to use “Document Management” software called “Rack2Filer”, we purchased the deluxe version of the scanner.
Having installed the scanner and set up the document management software which presented very few problems and not a great learning curve, we now have the ability to access any document via the document management software, that has the documents located on the server. This shared resource allows for access by any user, we can scan in any post as it is opened and file it in the respective “Virtual Binder” As we invoice electronically and for some months had tried to use email for the majority of correspondence we are not printing anywhere near the amount we used to. Our server is backed up every day
We are not recommending any particular scanner nor supplier however we are happy to discuss our experiences if you would like to comment on the post or Contact Us. The Microsoft article mentions that the data has to be backed up and we would not advise the process of scanning in and shredding all of your documents unless you had central storage with a proven backup system in place. If you do not have central storage of documents and a reliable backup system in place then those systems should be in place before you try to make the move to a “Paperless Office”. Should you need advice on the purchase and installation of servers and backup solutions we are able to assist in the process and have experience in the installation of Windows Home Server 2011 plus Windows Server 2008 and can offer backup solutions including Cloud Backup.