The good news is: I just moved my office to a better space. The bad news is: I had to move my office. All that paper, those files – UGH! It’s not really bad news, though. I had time to go through my files and PURGE! Oh, how nice it felt! I was also able to reorganize my files that had gotten so out of hand. How does that happen?
This whole experience has really gotten me turned on to the idea of a PAPERLESS OFFICE. I know I can’t go totally sans paper because there are just some things I need to have in hard copy. Reading articles, for example, is very difficult for me on a computer screen if they’re over a certain number of pages. It just doesn’t feel right, especially if it is something I wrote. I need to have hard copy that I can mark up and expand on in the margins. I know you can do that with Word – sort of. It just isn’t the same.
But for me, everything else is GOING DIGITAL! I’m embarking on a mission to simplify my office and my life by eliminating as much paper as I possibly can. Good for me, good for the environment. I’m just getting started, but I’ve already come up with tips on what you need to do to go paperless:
- Invest in an easy-to-use scanner. It doesn’t have to be high-end quality as I’ve found you don’t need a really high resolution device if all you’re doing is archiving. Just so you can see what’s on the paper should you need to print it is good enough. Mine is a multi-function printer/scanner/fax machine with a document feeder – an essential add-on for hands-free scanning, especially of multi-page documents. It hooks right up to my computer and creates the image.
- Switch to online statements and bills. If you’re not already doing it, you’re probably like me and afraid that you’ll miss something if you don’t have that bill staring you in the face. We use QuickBooks to schedule our business bills that need to be paid and Quicken to set up reminders for the home bills. The challenge becomes when you don’t open those programs on a regular basis, but I have a reminder set up in Outlook to pay bills. I haven’t missed one yet!
- Buy Adobe Acrobat. No, I’m not talking about the free reader that allows you to view PDF files. This one allows you to create them, too, which is a great way to archive off documents and e-mails that you would otherwise have to print. You can get the old 8.0 version for under $200 and it is worth the investment. I am not even familiar with all the capabilities, but just the ability to send out contracts and proposal in an unchangeable but readable format is worth the price. If you’re a pro at all Acrobat has to offer, please e-mail me! I would love to learn more.
- Set up a good filing system on your computer. Storage for digital files on your computer needs to be just as organized as a paper-based filing system. Better yet – purchase software that is supposed to be able to help you find anything on your computer. They even have software that can act as a file and retrieve system. If anyone has recommendations on these types of systems, please share them!
- Make sure you back up your system. The last thing you want to do is have all your records on your hard drive and then it gets a virus or crashes and you can’t retrieve anything. You should be backing up your system ANYWAY, but even more so when you go paperless.
I’m not there yet, but who wants in? I’m challenging you to join me in my quest for the paperless office. What have you got to lose other than a few hundred pounds of paper??
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This is a particular issue with accounting firms whose businesses evolve around various paper documents. The challenge of course in going paperless, is keeping and transmitting those electronic documents in a very secure fashion. If you are an accounting firm you need to have a secure online portal which you can exchange files with your customers. Especially if you are providing services for a publicly traded company. The Sarbanes-Oxley Act requires all publicly traded companies to use SAS 70 Type II Certified datacenters. If you provide accounting service to one of these companies, you will be under the same requirements. Click here for a review of firms that provide online portals with their accounting websites.
I am tired of seeing paper everywhere so I’ve made my life as paper free as possible. I run an office at the moment and we’re trialling sending out wage slips by email and using electronic timesheets. Less paper means less wasteage and less mess.
Hi there. It looks like some of your organizational and filing needs could be solved with the use of some clever software! There are a lot of options for filing software. We do document management and filing for a living with clever twist. The Paper Tiger Filing System is a proven tool and we are ready to help you in any way we can to meet your filing needs!
Oh man! What I would not give to have a paperless office! I feel like my life would be so less stressful. So yeah, those are great tips! I will slowly but surely start moving my way to a paperless office.
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I think that keeping everything electronic is great. however, i still keep paper copies and hard drives for when your computer decides to die on you.
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f you use less paper (or no paper at all) chances are you won’t need that filling cabinet. You may have to rethink and analyze your needs. You might very well end up with a really minimalist office design/concept, meaning: desk, chair, computer and some accessories. Of course having a laptop or PDA really is a must for the freelancer “on the go“.
If you use less paper (or no paper at all) chances are you won’t need that filling cabinet. You may have to rethink and analyze your needs. You might very well end up with a really minimalist office design/concept, meaning: desk, chair, computer and some accessories. Of course having a laptop or PDA really is a must for the freelancer “on the go“.
Yes, i am working in an office with lots of papers. I just wan to thank you for making my work nice and neat.!!!
I’d love to go paperless, but running an online business it would be impossible. (Well almost). I agree that using the Pro version of acrobat is important. Backup is equally important. I’ve lost several hard drives before and use one of the $50 a year automatic service. Automatic is the key!
The goal of a ‘paperless office’ is a great ideal to work towards – and you can make progress in the way you organize your own life. Trouble is, there are so many organizations and people you have to deal with who don’t have the same aim! Could one scan everything that comes in an envelope and file it electronically? Perhaps – but until everybody works like this to save paper, it will have to be a mixed approach for me.
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It looks like some of the issues you are encountering when you file could be solved by using software to keep track of your files. You can try the Paper Tiger Filing System to help you better keep track of your files. Give it a try! We are a BBB A-Rated business and are always looking for ways to help people file!
The advantages of going paperless are about efficiency and economics. A paperless business finds that it saves in time management, paper and paper related costs as well as being more efficient and more environmentally responsible.
These days offices use a fraction of the paper they used to – there is still a heap of room for improvement though – thanks for the tips!
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Cool Post and a million thanks for a informative post, keep up the good work