Although more and more businesses are working to pursue the idea of a paperless office, the reality of an office environment functioning entirely without paper is not one that has come to fruition as of yet. Despite this, there is still a lot of value in working to reduce the excess paper that flows through your office on a daily basis. The introduction of new technology solutions and document management tools over the last several years has helped to drastically reduce the amount of paper that is necessary to operate your business.
Pursuing a paperless office may seem like a daunting effort at first – but if you feel up to the task, check out these three tips that can help get you started.
Reduce Unnecessary Mail
Most of the physical paper that comes into your office can be sent electronically through email. Most financial institutions and suppliers offer the ability to receive your account statements and bills electronically. Reach out to every company that sends your business paper bills or statements and ask if they would be able to send electronic statements moving forward.
Find a Good Document Management System
If you’re expecting to have more documents come into your office electronically, you’ll need to ensure that you have a system in place that facilitates the storage and retrieval of that information. Furthermore, you’ll need to ensure that every member of your staff has knowledge of your new document management system. Hold staff training and information sessions before, during, and after you launch your new document management system in order to ensure that everyone is up to speed.
Stay Prepared with Multiple Backups and Security Measures
Just like confidential financial information left out on an employee’s desk poses a security risk, so does an insecure document management system. Your new document management system should offer encryption security, password protections, and have several backup sources in order to ensure that your documents remain safe and accessible.