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Document Management: Declutter Your Office for 2017

Jan 12, 2017 2:00:00 PM by Howard Hansen

paper pile.jpg

If one of your resolutions for 2017 is to declutter, you are not alone. Many offices are overwhelmed by paper clutter and unsure where to start their conquest to reduce paper chaos and waste. 

With the right tools and a little know-how, you'll be digging out of your paper pile in no time.

Electronic Document Management 101

The old school way of dealing with information was to copy it onto paper, then store that paper in some sort of filing system, and access, copy, and share that information when needed. This system has a number of pitfalls, not the least of which is how cumbersome it is. Paper-based filing systems are prone to human error, expensive, and too often data is lost.

The alternative is digital document filing. However, unstructured digital systems can be almost as bad. Too many modern businesses rely on individuals to store and file documents safely and efficiently, making it impossible to find information later,  when an individual retires or is out on sick leave. Digital shared drives become landfills for information that no one can find, access, or make sense of.

What's the solution? Digital document management.

Document management uses powerful indexing and storage tools to make your documents safe, accessible, and organized. You won't have to search in vain for a file ever again. And it's simple to get started.

  1. Choose a high-quality scanner to convert your paper documents into digital files. You'll want a scanner that has automatic document feeding so you're not stuck hand-loading each page.
  2. Digitize and organize your current paper documents and chose what to purge or shred.
  3. Implement new processes to cater to your newly-digitized paper system. Make sure employees are aware of any file naming conventions and are trained on how to use your new system.

Are you ready to conquer the paper pile? 

 

Topics: Document Management

Howard Hansen

Written by Howard Hansen