Thick documents secured by binder clips: Not in a paperless office.
The paperless office is a concept that was introduced in the 1980s, when desktop computers made their appearance in the workplace. The term was meant to describe the office of the future, one that requires little or no paper to do business. Instead of paper, the paperless office would use modern technology to accomplish all of the same goals. Although its origins painted a picture of a world completely without paper, the new theory behind paperless offices envisions waste-awareness and attempts to convert as much paper documentation to digital form as possible.
The Facts
A paperless office staff strives to use ever-present technology to lessen the need for paper. Invoices and receipts are easily transformed into email format. Files are saved using an electronic filing system. Portable computer tablets are used instead of a pad of paper. Electronic faxes are sent much like emails. Bills, invoices and receipts are sent via email and archived files are scanned and backed up on computers with massive storage capabilities.
Features
While a traditional office is filled with desks, cabinets, filing cabinets, folders, shelves, commercial-size printers and fax machines, a paperless office might function with a desk, chair and computer. A paperless office saves money in printing, envelopes, postage and ink. It also boosts productivity because employees are not going back and forth to printers, fax machines and file cabinets. Space is obviously saved in the office environment and information sharing is completed with just a click of a button.
Bonus Benefits
In addition to the advantages listed in Features, a paperless office is environmentally friendly and offers increased security for documentation. Properly protected information systems allow for easier recovery following disasters and off-site access gives them greater utility than traditional paper-generating offices.
Considerations
The changeover from a traditional office to a paperless office is not accomplished quickly. Companies may start by exchanging internal information digitally or requesting email billing instead of paper bills. The expansion of the system may include scanning years of old files into electronic filing systems. The initial cost may be high-involving training and the purchase of hardware and software-but many companies report that long-term savings more than make up for the start-up expense.
Misconceptions
Although early computer developers thought that readily available computers would result in immediate reduction of the amount of paper used, paper consumption actually skyrocketed as more and more people gained access to computers and printers. Because computers have made document production so much simpler than with typewriters, more copies may be made. Documents may also be emailed, printed and copied by the recipient. Many people simply are more comfortable reading a printed paper than a digital display.
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