Paperless filing systems come with numerous benefits, including preserving the environment and reducing the clutter around your office. However, if you are not used to having everything stored electronically, it can be difficult to let go of the paper. You may even be concerned about losing all your data should the computer files become compromised. Taking proper precautions when using a paperless filing system can ease your worries, while also helping you reduce your environmental footprint.
Purchase the necessary equipment to easily maintain a paperless filing system. This typically includes a computer, scanner, external hard drives and possibly thumb drives. There may be additional computer software that you need, such as database, human resources or accounting programs, to process data electronically.
Set up your electronic filing formula in the same way as your printed version. This makes it less difficult for workers to locate the express files they need. Create and distribute a chart or site plane of the new electronic formula as a simple reference. Make an educational consultation for members when the paperless formula is applied.
Scan all paper documents for a copy to exist in the electronic filing formula. A paperless presentation formula means that your paper copies will be shredded or recycled; make sure you have an electronic edition before the paper is destroyed.
Determine how to backup your electronic files. Setting up a moment or even a third backup formula can ensure the security of your data. Designate an offsite momentary support formula that provides some other layer of coverage in the event of fire, flooding, theft, or other disasters. If you prefer, use an Internet backup server or service for this purpose
Encourage staff to use paper communication methods, such as mail and faxes. Use email as your number one method for document transfer. Delete paper faxes by sending and receiving them electronically.
Beth Rifkin has been writing about fitness and fitness since 2005. His articles include “Tennis Life”, “Ms. Fitness”, “Triathlon Magazine”, “Inside Tennis” and others. He holds a bachelor’s degree in business administration from Temple University.