Last month everyone at our Alrayes offices went paperless, in time for our big move to our new office, it was amazing, we got rid of all of our cabinets, filing shelves, and packed up all our old files into boxes, while we scanned all of our old documents to get them ready to upload onto a secure server.
Many Businesses are choosing the option to go paper free, and to move all their communications and correspondences online via emails and cloud-based servers. This has many advantages for a business, from improving efficiency, reducing cost and most importantly its eco friendly. As before we would print all receipts, invoices, reports, you name it, the printer and the shredder was over worked, and
What are the main reasons why businesses go Green?
Do business really go paper free because they want to be eco friendly and help the environment or are they looking to reduce costs and save on the bottom line. I would say being eco friendly is not just about saving the cents and following trends to be part of an eco friendly environment. One of the main reasons why business would choose to go paper free is to improve efficiency, and save time. In the business world, time is money, and if something that usually takes 10 mins to do that can be done in 30 seconds you are saving a lot of time to work on other important projects, deal with more enquires and improve your business.
Many business would prefer to pay a bit extra to free up some time, or to get the job done quicker.
Example of saving time
You want to look for a file or a document, which you have stored in one of your folders but you don’t exactly know where, you end up going through all the folders and shelves looking for the exact document that you require. This process can take you up to 10 minutes or even longer.
Now if you had stored your document on a cloud server and named it correctly, you can search for this document in less than 20 seconds.
On the other hand when you need to file a document, you have to print it, whole punch it and then file it, the process could take anything between 2-5 mins, where else if you are storing your documents on a sever, you just need to drag and drop. Simple J
Advantages of going paper free
Save Time: We all agree time is important, and many of the times we wish that there were more hours in a day, by going paper free you are clearly saving time, as jobs that usually take 5-10 mins to do, can be done in seconds. You can also send your files and contracts using an electronic format, which will save you time rather then printing and posting the document. Within minutes a file can be sent to a customer, signed and stored away. By saving time the business will also have this time to invest in to other aspects of the business.
Cost: For many businesses especially start up ones, keeping costs low is extremely important, by going paper free you’re not just saving on printer ink, but also on paper, stationery, files and folders along with main storage areas.
Space: All these documents and files that you print, you need space to keep them, either in a filing cabinet a shelve or draw. Now since you’re storing everything on a cloud, you don’t need all these extra cabinets in your office, move the cabinets out and enjoy the free space. – You can put a plant in place of a cabinet – being cheeky.
Accessibility & Efficient: When documents comes to your office, you can just scan and store it straight in to your cloud document system. This way you can access your documents from where ever you are, you don’t really need to be in your office to view a file. You could be on the other side of the globe, on a trip and have access to your documents and files stored on the server, instantly.
Security and peace of mind: By having your files on a secure server, you can ensure that they don’t get into the wrong hands, also if you were to lose your file or the files got stolen, you have basically lost your work and important details. By having these files on a secure server you are not just protecting your business, but also ensuring that you have a backup of your file, if you ever need it, in case of an emergency.
Environmental friendly: You print less paper, use less ink, less electric, which all contributes towards the environment and using up less resources.
How to go Paper Free
There are many tools online that you can use, below are my recommended programs that will assist you in going paper free.
Evernote: An amazing tool that allows you to capture notes, pictures documents and much more and store them online. You can capture basically anything, using a scanner, camera, mobile phone, and Evernote will keep your file safe and secure, and best of all easily accessible from anywhere. As you can organize the files into different notebooks and tags….learn more about Evernote (Personal Recommendation)
Drop Box: Dropbox is an online tool that allows you to drop your documents and store them on a cloud server, and also share with other users… learn more about Dropbox
Online Hosting: You can use a secure hosting to backup your files onto your hosting server using an FTP program or a control panel. I would recommend looking at Heart Internet hosting options…find out more
If you prefer you can also ask a development company to build you a program on your server from where you can update and manage your files on line direct onto your server.
Once you have arranged where you would be storing your files online you need to invest into a good scanner, of course any scanner that you have will do the job, as all you need to do is scan your document into.
The scanner I would recommend is: