Change in routine can be scary, but it usually comes with some benefits.
Myth #1: Paperless documents are not as secure as filed hard copies
How hard is it to access your paper files? And who accesses them? If your answer is the secretary, you know just how secure those files are (hint: they’re not). Paperless work can have up to 9 levels of security (as we recommend). Among those levels can include Mission Impossible style signature and thumbprint scanners, encryption, and limited access to low-level employees like the aforementioned secretary. What’s your information worth?
If that’s not enough for you, follow the example of the federal government which has mandated its agencies to go paperless by 2019 via the Government Paperwork Elimination Act.
If you’re still afraid of going paperless, we have some harsh advice: Crawl out from under that rock you’re hiding under. Paperless is not going anywhere!
Myth #2: All digital formats are created equal
Digital copies of your scanned paper files are only as good as the information collected. If you’re going paperless, it’s important that the software you’re using has Optical Character Recognition, or OCR, so that all the images scanned are immediately transferred in to digital, searchable documents. If you have a TIFF or PDF that cannot be interpreted by your software, then your program cannot file it, and it’s the equivalent of having all of your paper documents in a giant pile in your office. You’ll never find the one you’re looking for.
Discover the benefits of OCR for eliminating redundancy and filing your data.
Myth #3: Going paperless is the same as having a green office
It’s true that going paperless is a huge part of going green, but it does not automatically make your office eligible for green office benefits. In order to fully “go green” you have to commit to a host of other decisions on saving paper, which will in the long run improve your process and work flow.
Other elements of going green in your office include:
- Electronic forms and e signatures
- Eliminating additional printers and print waste
- Removing yourself from mailing lists
- Using energy saving devices around the office