Achieving a paperless office is a great way to go green for the New Year. Going paperless reduces the carbon footprint for your office, saves money, increases efficiency and promotes sound data organization. Here are some ideas and tips that are easy to implement and are zero cost.
Request Electronic Files from Vendors: Paper documents that are usually received by external entities such as vendors can be scanned and saved as a PDF file on your computer system. However, why not eliminate this process altogether and ask that vendors send all information electronically. If there is a high volume or size of information that needs to be distributed, consider using an online cloud based system to transfer documents such as Google Drive or DropBox.
Replace a Fax Machine with a Cloud Service: Many online services can be used that can convert a standard fax to a PDF document to store online or sent to your office via email. This is a great way for your office to have a real fax number but not need a dedicated fax machine. The use of a cloud service for receiving faxes eliminates the need to print out a fax on paper.
Print or Save Documents as a PDF: Documents that are obtained online or created as a text document or even a spreadsheet can be saved as a PDF file instead of a printed document. Often multiple formats that need to be consolidated into one document can be done through PDF. Simply convert each document into a PDF, and through the PDF tool, combine those documents into one PDF. This eliminates the need to print each document out only to re-scan it as one document. Both Adobe Acrobat and Nuance are the more popular PDF tools.
Organize Your Shared Drive: One of the barriers for many employees becoming paperless is that they aren’t sure where the data is located electronically. Shared drives, as well as local drives, are a mess and users find it difficult to find and access electronic information quickly and therefore print documents for easy access. Take time and get your shared drive organized. If you need help, download the guide “How to Organize Electronic Documents for Shared Drive Networks”
If you are interested in achieving a paperless office, then contact us for more information.