In this era of technological advancement making your office, a paperless office is a must for two reasons. Firstly, you will save a lot of money that was spent on papers and secondly going paperless can increase your office productivity by 40%. But to get the most out of your paperless office, you will need to set some ground rules to streamline the process of going paperless. The following are 6 of the best practices to help you cope up with your paperless office.
1. Don't confuse the process
When you take your office paperless, every department should become paperless. You need to make sure that every single document available in your office is converted into a digital file. If you are willing to balance the use of both paper and digital documents, your office will become a big mess and the productivity will be down because of the confusion that will occur while accessing the documents.
2. Streamline your digital documentation
Going paperless tends to help you with streamlining your office activities, but that's not it. Once you have all your documents uploaded into cloud finding them could be a little difficult because not everyone is tech-savvy. In order to increase the operational efficiency of even the non-technical people, you should install a document management system for managing office documents and a visitor management system for managing your guests. Having management software can help you with the following things.
- Faster file accessibility.
- Easy organization of documents.
- Automated management of documents.
- Accessibility to documents from anywhere
3. Be future-ready
One of the biggest mistakes that people make white taking their office paperless is preparing for the present only. While your document storage facility should match your expectations for the next 5 years at least. By being future-ready, your organization wouldn't be overwhelmed with the influx of data causing you to exceed your data storage limit. One of the best ways to be future-ready is by using cloud storage. By using cloud storage you wouldn't have to pay the price for future storage. You can simply purchase the space when the data requires it.
4. Document Accessibility
Another best practice to follow in a paperless office is managing the accessibility of your documents. You need to make sure that your employees have access to documents that are related to their department. By doing this you can make sure that everyone has access on a need to know basis curbing down the chances of people accessing the documents they are not authorized to access.
5. Future documents
If you are trying to become a 100% paperless office then your office needs to get rid of paper completely. But, in reality, we all know that you will eventually receive some paper documents whether you like it or not. But, this doesn't mean that you have to use those documents internally. To ensure that your paperless process is not confused, make sure that you immediately convert those documents into a digital file and have them uploaded into your management system.
6. Document security
Having a new document management system means that a new type of infraction. Now instead of trying to break into your office and searching through a pile of boxes, people will now try to hack into your company system to steal your documents even without entering your premises. But, this can be prevented by investing in a secure document management system as soon as you start your office to become paperless. A highly secure software will not only help you keep your documents safe but will also work as a seal of trust giving your clients peace of mind about the privacy and security of their documents.