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The Tallahassee.com had the following article on its site. I is basic information about the paperless. And it is good to be reminded from time to time the reason we are all looking at the benefits of the paperless office.
Really, who uses paper? That’s, like, so 1994
By Jerry Osteryoung
HELPING SMALL BUSINESSES
I believe that if you show people the problems and you show them the solutions they will be moved to act. – Bill Gates
Why should you consider a paperless workplace? Paperless files will save trees, make good use of your staff’s time, and improve the efficiency of retrieving and saving files. As you plan for next year, consider moving toward a paperless office and make sure you choose the right document-management system.
Going paperless is the future and electronic filing simplifies file storage in case of disaster. When you have to evacuate , it is easier to grab a bunch of DVDs than to haul file drawers filled with paper.
There are many advantages to going paperless. Paper takes up a lot of space, and finding documents in a traditional filing cabinet is a challenge. Electronically stored data also lasts longer. Once information is electronically stored, it is easy to convert the files to another storage medium. Just look at how easy it has been to move data from 3.5-inch diskettes to CDs!
Another reason to go paperless is to back up information. Because of the possibility of disasters and theft, it is best to store your data in more than one area.
How do you enter this electronic information world? First, hire a consultant to evaluate your hardware, software and labor. An expert can ascertain how quickly your organization can process this change. Spend time planning how you want the information to be stored how you want it to be retrieved. For example, is it better to store sales invoices by invoice number, by customer number, by customer’s name or by all of these?
Going paperless should be more than just making electronic copies of your documents. You should develop a systemized approach so that you have the information stored electronically and that you have quick and easy access to it.
A lot of people do not want to start this process because there is so much information to scan. However, many local firms can provide this service. Many entrepreneurs have reported that return on this conversion from paper to electronic has been much higher than they expected.
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