Over time, even the most organized workspace will be overcome by stacks, files, and boxes of documents if you don't get a handle on paper. Productivity suffers when important documents are hard to find, which often happens because you've saved too many non-vital papers or you have no defined process for dedicated filing.
You may never be able to achieve a completely paperless office, but there are a few ways you can use paper scanning and other techniques to reduce your office's paper load.
Have secure storage for archives
Every office should use archival storage for hard drives and other sensitive data. This storage should be offsite but accessible within a reasonable period of time. A storage business is one solution, and they may store your data so that it can be retrieved at any time. If your office doesn't have the budget for an industry storage solution, use a fireproof storage system in your home or in another trusted offsite location.
Choose scanners wisely
USB scanners are practical and convenient, but they're normally attached to a dedicated PC. Network scanners are portable and work on a variety of devices. The problem between the two arises when wired users attempt to use wi-fi scanners or vise versa. Understand the limitations of each type of scanner and invest in the infrastructure you need to make them work for everyone in the office.
Create a die-hard filing plan
If your staff scans documents and then e-files them willy-nilly, you're no better off than you were with a tall stack of paper. Work with your team to develop protocol for your document storage. As you're implementing changes to the way files are arranged, have your IT person do daily checks to catch filing errors right away. Staff who are having problems are tutored every day until they "get" the system. Later, check document flow and filing systems weekly and then monthly as your staff becomes more proficient.
Know what you need to keep
Many documents are frivolous space-wasters, and others might exonerate you in a lawsuit or offer vital information for your business. You definitely need to retain records relating to important issues including your taxes, payroll, and workers comp insurance payments. Talk to your attorney about your specific business-document needs, and consult other experts if you're not sure about general documents. The IRS recommends keeping records for at least three years in some cases and indefinitely in others.
For more information, contact local professionals like Mid Canada Document Conversion.Share