Eliminate Paper and Save!

How to reduce paper

There are a number of very basic and simple strategies for using less paper, significantly less.

Scan to e-mail, workflow and repository.

Scanning is a simple-to-use capability on almost every multifunction device now. It is the fastest way to deliver hard-copy information to a distribution list, ideal for review teams to share markups and revisions, avoiding the cost of overnight delivery, fax lines and the associated cost and use of paper.

While scanning, OCR the document add keywords and indexing add to the database.  With off the shelf scanning software such as Digitech, this is a very simple to operate. If you host with ImageSilo the software is free. All this can be done using your own hardware with only the cost of the offsite storage and your documents are safe and secure.

Get your organization to implement scanning solutions for everyday tasks.

Focus on areas that add the most value such as processing invoices, purchase orders, sales contracts and resumes. This where the business a process can be isolated and work flow be designed to handle the documents. Use formats such as searchable PDF and add metadata to make the information easier to find and more useful to a greater number of people.

Digitize information as early in the process as possible.

Scanning is clearly a key less-paper strategy. Here’s some food for thought as to where it can get you. The same digital document can be shared instantly and travel to as many destinations at the same time as needed, whereas paper documents must be duplicated and distributed individually.

Optimize the output infrastructure.

Here’s another way to get control of paper usage. Most organizations do not know how many output devices they have. Do you? Sometimes their are more devices than people! Bring the ratio of people to devices in line, consolidate assets with a combination of workgroup multifunction devices and local printers and make sure that people have the right tools in the right places to get their work done effectively and efficiently. We call it, “the optimum office.”

Conclusion

It seems more possible now that we may one day find an economically feasible, suitable replacement of the “physical” artifact of a document. But we are not there yet … and in the meantime, it behooves all of us to pursue the very achievable vision of a “less paper” office.

The above are excerpts from a white paper by Francois Ragnet of Xerox Global Services. To read the entire paper click here.

Network with other Document Management professionals.

ARMA is a professional organization specializing in records and information management.

Their objectives are to provide a forum for research and the exchange of ideas and knowledge; to foster professionalism; to develop and promulgate workable standards and practices; and to furnish a source of records and information management guidance.

Attend a meeting on me. ARMA Charlotte meeting schedule. Click here

Call now 704.651.0585 or email Paul@PaulGoda.com