Paperless Resources
The Info-Organiser 10 Easy Steps to Paperless
As the Information Age continues to evolve, even better ways of storing our docs are emerging. The technology now exists for you to store, retrieve and share all your docs anyplace, anytime.
“But where do I start?” you ask. Allow these 10 Steps to be your guide…
STEP 1. PLANNING
Awareness is the first step towards change. Begin with taking an overview of your document flow. Ask yourself, “Is there even more that we can do electronically?”
Perhaps you can use software like Formstorm to automate your repetitive filing so the only keystroke you use is the enter key. Everything in your existing paper based filing system can be scanned, electronically filed and labeled using key words that you choose. All your electronic documents can also be saved and labeled into the same database. Consider your archived historical records.- are they still in costly storage or space hogging filing cabinets? Will it be easy and cost-effective to scan these in-house? If not, outsourcing to a scan bureau is the solution. Plan to change and then begin to change.
STEP 2. INVOLVE ALL YOUR PEOPLE
Document management is a team effort! Establish internal ‘paperless champions’ to coach all the people in the office in understanding the rewards associated with establishing this habit, such as:
- Instant multi-user access to information so more than one person can conveniently view a file at once.
- Time freed up for more satisfying work than pulling and filing records.
- Removing redundant filing shelves to create extra space and a nicer work environment.
- Doing your bit to save paper saves trees and benefits the earth!
Involve your clients and suppliers too and host documents online over the web. This will increase your customer service ability and free up your staff.
STEP 3. INFRASTUCTURE
It pays to get a professional I.T. Audit on what computer system will take you into the future. This will mean installing the right computer server, with adequate memory, storage capacity and a back up facility. Most importantly – don’t skimp! Do it right the first time. Brands like HP and Compaq offer great value and options for 3 years on-site service. Or consider the added security of using an off-site server to host your files.
STEP 4: SMILE AS YOU SCAN!
Check out our 7 Steps for Happier Document Scanning and choose a scanner to suit your needs. A fast, auto-feed document scanner, such as the Canon 2080c or Kodak ScanMate i1120, will save you time and are reliably featured to make your scanning easy. Visit www.scannershop.com.au to find your perfect scanner.
STEP 5. SECURITY
When it comes to storing docs electronically a lot of people have these fears:
“What if the computers go down?” and, “What about viruses, hackers, power failures?”
In today’s age computer crashes are rarely seen because these preventative measures can be easily taken:
- Always have a back up plan and a disaster recovery plan to revert to paper and pen for a day.
- Install Firewalls and Virus Protection Software.
- Allocate passwords.
- Routine external back-ups will be necessary. A current copy of your information should be kept off-site at all times. In addition, a second back up copy can be stored on an off-site server that is accessible via the web.
Once you have these measures in place it will enhance your peace of mind and provide protection for your files from fire, flood and theft.
STEP 6. TRAINING
Ensure that you receive access to ongoing training, telephone support and on-site technical assistance as required. Full training is provided upon installation of Info-Organiser for all the team. Additional skills to acquire may include e-mailing, using specialist programs, using a scanner and faxing from the computer.
STEP 7. PROTOCOL
Be consistent. If you don’t have systems in place people usually make up their own! Take time to document the protocol for the scanning and indexing of your information. (It will also speed up the training of new staff or temps). Explain the current ATO Ruling TR2005/9 about electronic storage of information to your suppliers and customers and encourage them to follow your lead and reduce your paper management even further. This ruling allows for the electronic documentation of all tax paper work and is available to download by clicking here.
STEP 8. COMMITMENT
W. Edwards Deming says it best: “It is not necessary to change. Survival is not mandatory”. Change requires commitment. You will need commitment to change your habits and adapt new behaviors around paper. Work through the natural resistance to learning new habits. Practice the previous seven steps – you will thank yourself in the end for your commitment to productivity and your people will thank you too.
STEP 9. CONTINUOUS IMPROVEMENT
Every moment presents an opportunity for new learning. You can’t afford to stay still. Your business is continuously changing; staff move, customers want best practice service and you need to keep on top of your suppliers. Pause the next time you scan or index and consider whether what you are doing is still the most efficient method. If there is a key thing you have been putting off because you don’t have time but doing it will ultimately save you time – then STOP and DO IT today! It may be time to invest an hour or two in retraining your staff, or installing that upgrade, or setting up that new scanner – if you are too busy, then contact a professional to do it for you. Either way; take action, keep moving and keep improving!
STEP 10. ANYTIME ANYPLACE
Request a free demo today and go beyond a paperless office to a virtual world where you are connected to all your docs anytime, anyplace.