Going digital - the basics

Posted: 13.02.09  |  Created by: Do Something

Businesses that have moved to electronic forms and filing systems have discovered it takes staff less time to find and process information.

Easy to use computer software, OCR scanners, solid online security, cheap storage and bigger bandwidth means you can reduce your paper usage and save money like never before. Here's how:

• create a business wide electronic filing system for fast, easy data retrieval
• scan any new paper documents on a daily basis and place them in PDF format in the electronic filing system. Optical Character Recognition (OCR) scanning software will enable you to search for words that were on the paper.
• scan files that are stored in your filing cabinets - this makes searching easier and more efficient
• convert your printed forms to electronic format. This will reduce the need for staff to convert handwritten text into electronic text, and you'll save paper too.
• receive faxes by email or into a computer instead of via paper-based fax machines
• store internal manuals, policies and other large documents electronically
• maximise use of your intranet. It's a useful tool for disseminating information in a 'Paper-Less' way

Establish an electronic billing process

• sending invoices via the post means that personnel have to be employed in the printing, packing and disseminating of those invoices. In turn, these bills then have to be posted at significant expense to the business. Automated electronic billing systems that email your invoices are a faster and more cost-effective solution.
• some paperless financial departments will not accept inefficient paper-based bills, and will only process and pay your invoice if it's sent as a searchable PDF
• once a company is set up as a supplier to your business, your email software can be configured so that all invoices from that business automatically go into a folder with their name on it - invoices can be found in seconds
• electronic billing will save you and your suppliers money, and makes doing business with you cheaper

Electronic payments

• paying bills and wages with cheques is a timely and inefficient way to make payments. Save paper and boost efficiencies - set up your payments systems to make regular automatic payments electronically.

Eliminate unnecessary forms

• how many documents are obsolete and no longer needed?
• if a form is still needed, consider making it electronic.

Invest in paper-saving technology such as…

• pull printing - documents only print when an identified user swipes a card or enters a PIN in the machine. This eliminates unclaimed print outs and enables monitoring of paper use.
• tablet PCs which allow you to handwrite your notes on screen
• larger monitors for ease of on-screen reading and so multiple documents can be viewed at once

Return to general 'Paper-Less' tips.

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