Firms globally have worked hard to ensure their documents and files are safe and organized, however is switching from paper to PC the way to go?

Technology in business is at such a stage where just about every activity you think of can be done. There is theoretically no need to have paper as any work can be saved into a PC’s documents. Communication can almost entirely be carried out through office 365 and social media and signing contracts can alternatively be “echo signed”.

Is a paperless office possible?

Let’s take an example; all we need to forget is every time a worker uses a paper cup for coffee, every bank note traded in the office, all deliveries coming in and out, or even every newspaper that is read during your lunch hour. Now it seems a little more controversial, right?

Well, if we look at a typical paperless office, where all the important stuff is computerized, Accounts, CRM, communication, invoices etc.

This system would increase efficiency in workflow, it wouldn’t mean having to search through the piles of paper to find an invoice from however many years ago, it can be stored into a computer and be access in 5 clicks.

What if a firm’s accountant wrote the wrong figures in pen while compiling final statements?

A program like Sage could eliminate this problem, as incorrect figures and calculations can be retyped, some apps will automatically correct any errors or miscalculations due to how they the apps were pre-programmed.

To get a grasp of the big picture, have a look at these stats;

An organization that employs 1000+ workers will waste over £40,000 a week storing and retrieving information that is based on paper

This equates to a combined UK wastage of £42.3 million through paper activity from all SMEs.

To file a paper document, it will cost you £15, to find a lost document, it could cost £90, and to replace a void document, the charge could be upwards of £250.

The one big issue however with a paperless concept is the refusal of employees to change, some may not be equipped with data storage on PCs, or it may be overwhelming to not write anything.

Older workforces may see a slowdown in business activities as typing may be slower, and navigation speeds may be hindered as modern PCs may be hard to familiarize as a full-time data store.

Here are some tips to make the change to “paperless” a smooth process.

Be cautious with what you print – print only what you need

Consider adopting a Dual Monitor Setup for your employees

Scan and file your customer documents and accounts and filter them appropriately so they can be accessed from any worker’s desk

Written By Harrison Jones

References : http://news.bbc.co.uk/1/hi/programmes/click_online/9735525.stm http://netsend.com/blog/electronic-document-distribution/why-businesses-dont-go-paperless/