A paperless office concept is the need of today; however, very few businesses have implemented an effective strategy in this course. In the current pandemic situation where companies have moved to work from home patterns, it becomes all the more difficult for employees to scan documents and take printouts. Maintaining documentation is necessary and hence, saving and sharing paperless documents is a great alternative.
Digital initiatives are on a roll, and tech companies are working hard to develop software to facilitate better functionality and productivity. This has led to the advent of apps that professionals can use with ease and quick response. For example, vendor agreements, bills, etc., are crucial documents that need to be recorded and saved for future reference. So, use a scan book app and keep going. Let us go through a detailed guide that would highlight the benefits and the process of using scanning apps.
Benefits of going paperless
When a new technology is introduced, businesses evaluate it based on its benefits. Talking about paperless office advantages, below are the significant points that you should consider:
1. Benefits for businesses
When an organization decides to go paperless, it is necessary to understand that it is not an overnight transition. However, it is feasible with the right approach in the long run with the right approach. The benefits are not confined to mere paper saving. Here are some benefits that any company is assured of:
Cost-saving: Indeed, printing documents for filing has a cost associated with it. Printer maintenance, ink cost, and paper cost are all inevitable. If your organization decides to go paperless, you will be saving a lot of costs yet keep the required details.
Managing data: Whenever an employee prints a document, the aim is to record or save and transfer the knowledge to another person. A paperless office allows you to manage data efficiently, either on the phone, computer, or email. Also, it is much easier to share a scanned document with the members in a meeting than to print individual copies and distribute them for better understanding.
Accessibility: One of the most significant benefits of going paperless during this pandemic is accessibility. Most of the meetings are online, and it can be difficult for the presenter to share a hard copy during a session. On the other hand, it becomes effortless to scan and save the document on the system. Later on, the team can share and even edit according to the requirements.
Productivity: Scanned documents increase productivity by saving a lot of time and effort. Professionals can focus on other tasks rather than wasting time on printing them or finding them in the piles when needed. You can maintain folders on your system for scanned documents according to the categories and requirements. So, the document will be ready to present in just a few clicks. You need the best scanners for a paperless office, and you are all set to go.
Security: Some documents are confidential and vital. You are wondering if scanning such papers is a good idea. Yes, it is. You can save your document in different formats that can be protected using a password. Hence, even if you share such papers with someone, he will only read them and cannot make any changes without knowing the password. Therefore, the control is entirely in your hands.
2. Environmental benefits
Undoubtedly, paperless benefits the environment. Paper manufacturing consumes a lot of wood pulp every year. Even though companies have been focussing on recycling paper, it has not been of great help. Deforestation has led to critical environmental issues, and it is high time to address this issue. A paperless office can make a massive impact in this regard.
What is a paperless office in terms of sustainability? It is a trend that is gaining popularity and will become an inseparable part of all businesses in the future. According to research, global consumption of paper and pulp will be double by 2060 when compared to 2010 data. Currently, 26% of waste in landfills is waste paper, which is shocking and eye-opening. Therefore, it is the right time to take a step in this direction.
Go paperless with QuickScan App.
Wondering which is the best document scanner for going paperless? Consider QuickScan. It is a user-friendly app that you can use either on your phone or system to create a digital copy of all possible documents. Below are the steps you need to follow:
1. Sort all documents: The good news is you can scan any document with this app. The first step is to sort the papers that you need. Keep them handy as it will speed up the process. If you have a lot of documents to scan, it is advisable to sort them according to the category.
2. Install QuickScan App for scanning & managing docs: QuickScan is the best document scanner app for iPhone or Android users. You need to download the app from the platform, and there you go! The app has been designed for both platforms; hence, it is simply no matter which device you use.
3. Scan all Documents: Once installed, you can scan the required documents using the device's camera feature. If you are still confused about how to scan soft copy documents, you can find an assistance guide online. However, the app has been designed such that a person with minimal tech knowledge can do it. You can scan each document and save a copy on the device. You are free to choose the format. You should check the camera's focus so that the scans are clear.
4. Store docs in the cloud or the App: Storing the documents in the cloud is an excellent alternative since it assures the security of data and easy availability via any device you use. QuickScan also offers a storage option to make it easy for the user. If you wish to create a backup, you can also store the files on a hard drive.
5. Shred or Recycle Paper: You should shred the documents once you are done with the scanning part. This will help you in de-cluttering your workspace and ultimately go completely paperless. It is recommended to shred papers with sensitive and confidential content; otherwise, you can also put the paper for recycling.
6. Create a Paperless workflow for a Good Habit-forming: As said earlier, going paperless is a time taking process, and you need to develop a habit. The first step towards this habit is to sign up for digital copies of bills, invoices, reports, or forms. Banks, telecom companies, and other service providers have largely moved to the digital platform. So, you can sign up on their website and get all desired information like e-statements, payments, billings, etc. This will help you get into the process.
Key Takeaways
Educate your fellow employees and team on how to scan a document and send it in email. This will make everyone's life easy. Also, make sure you scan all important documents on your shelf.
Do not ignore them just because you don't need them now. Keep sorting, scanning, and saving past documents. Yes, it may take time initially if you have a huge pile, but it is worth doing it.
Once you develop the cycle, all the information will be available in seconds. You will have well-organized data, which will increase your work efficiency and let you grow without any hassles.
