The paper-less office!

A recent article by Diane Dannenfeldt on the website How Stuff Works (Money) did a great job of outlining the steps necessary for an organization to take if they want to transition to a paper-less office.  They took a complex endeavor and broke it down into a simple and understandable guideline.   An obvious example of savings is the need for less space.  As Diane writes The  arguments for tossing the piles of paper are strong. By eliminating paper in file cabinets, for example, a company can create more room and reduce off-site storage costs.”  From there she tackles another benefit of utilizing software solutions to create a paper-less office and that is productivity and security increases.  She writes “By exchanging information electronically with vendors and customers, a business can make information quickly accessible — and conversely more private and secure through the use of encryption, passwords and other security measures.”

One of the issues we see everyday is the requirement for privacy particularly in the medical profession while maintaining the need to have medical records accessible as a matter of safety “For some businesses – like those in the healthcare industry, which are governed by the Health Insurance Portability and Privacy Act (HIPAA) – paperless records may be a regulatory requirement.”

Naturally we cannot eliminate all paper as the article correctly recognizes with this statement.  “Add to that the fact that, no matter what, a company probably can’t be completely paperless. Some papers — like signed, sealed deeds and legally binding contracts, or paper records for audits and IRS tax filings — need to exist in their original form for legal or financial reasons or, particularly in the financial services industry, to show regulatory compliance.”  However, the benefits of going “paper-less” are huge.

Where do you start?  It is best to consult with experts who have been a part of reducing paper and costs for years.  At GreenTrail Solutions, we offer a free consultation to discuss your goals of becoming a paper-less office.  Together we will identify the goals of your organization and create a comprehensive plan to achieve those goals.

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