January 26, 2013
These days, budget is on the top of everyone’s minds. Saving money is vital in today’s economy not only for the health of the company, but also for the fate of the employees. Going paperless is one way to save a substantial amount in the annual budget, not to mention the positive effects it has on the environment.
A paperless office doesn’t necessarily not have any paper at all, but the goal is to drastically reduce the amount of paper used and have the majority of files stored digitally. Think of it as smart printing and using paper only for what is really necessary to have in hard copy.
Think about it, a paperless office means not paying huge amounts for copy paper, envelopes, stamps, and file folders. Not having to print and file everything boosts employee productivity across the board and helps your team stay on the same page at every step of the process. When file sharing is as easy as sending an e-mail, there’s no losing paper copies, no having to discern information from underneath coffee stains, and no having to overnight ship papers from one office to another.
Lost files are significantly easier to find in digital format, especially if you’re using an industry-specific content management system. Such a content management system can also help your team to access shared files and archived resource documents, helping to ensure everyone stays up-to-date.
Paperless is also a big step toward office sustainability. A paperless office means less demand for paper and fewer trees being consumed for the purpose. Sharing files digitally instead of via post means carbon emissions from transportation vehicles are decreased.
There have to be some drawbacks, though, right? The two major issues with going paperless is the time and resources it takes to transition all of your current paper documents into a digital format and convincing your team to give up their reliance on paper.
The first drawback is simple to address. A desktop document scanner is convenient and inexpensive enough that each person can easily have one at his or her desk to scan documents Once they’re scanned in, software that is specifically setup to help you organize and integrate your digital files will help to make the transition as smooth as possible. That will, in turn, help your team to accept the change. Prevail’s case management solution allows you to scan directly to the History or Medical area for any prospect or matter if you have TWAIN-compliant scanner. You can also attach any scanned document to the client history and Prevail will open it in the associated application within the content management system.
With every file easily accessible and centrally located, misplacing files and miscommunication within teams is nonexistent. The one question left is, what are you going to do with all the extra space where those towering filing cabinets used to be?