Paper is terribly inefficient. It is easy to lose, easy to damage and seems to multiply overnight. If you want to keep your office a bit more organized, it may be wise to start the process of going paperless. By transferring your data to digital storage, you can reduce office waste as well as office clutter. The best way to do this is by making use of a simple scanner. Scanning in old documents can allow you to keep all of your old work in one place, while getting you ready for a future that is paper-free.
If you are considering going paperless, it is likely because you want to reduce clutter and get a bit more organized. Your first step, then, is to begin your organizational process. Start by making sure you have all the right tools, and then make sure that you can locate all of your paperwork. You may want to go ahead and take a day to gather all of the important papers that are littering your office, making sure that you divide up those that must be kept from those that must be thrown away. Doing so will allow you to reduce your workload for the next step.
Work Through It
The biggest stumbling block for those attempting to go paperless using a scanner is the work involved. It takes time to actually scan in all the necessary documents, but it can be done. There are many great scanners on the market that can allow you to scan your documents quickly, from those that are fed like printers to simple wands that allow for quick scanning. Make sure you have the right product, and then make sure that you take the necessary time to scan in all the right documents.
Back it Up
If you truly want to go paperless, you will need to take the time to invest in some kind of backup system. This is actually one of the many arguments that individuals use against going paperless, but it does not quite make sense – after all, paper itself is fragile and prone to being ripped, torn, and even burned. Once you do decide to scan in all of your documents, you should take the time to make sure that they are backed up. You can back up your documents off-site on your own, or you can even purchase a service to do so online. The latter is generally preferable, as it can allow you to consistently back up the documents without having to remember to do so on your own.
Using a scanner as a means of going paperless is a great idea. Once you get your old documents scanned in, you can begin the process of true paperless conversion. Make sure that your office sends all important documents through e-mail, and keep your scanners around for those situations in which physical documents must be preserved. It can take a bit of getting used to, but you can create a much more efficient office by simply making use of a scanner.