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How to Go Paperless in 2017

Every new year brings a new opportunity to get organised. Over the course of 12 months, documents can pile up, hindering your productivity and profitability. Now is the perfect time to head off paper clutter problems before they take over your organisation. Follow these tips to learn how you can go paperless in 2017.

Review Your Document Inventory

Going paperless means understanding your workflow requirements. Assess which documents are shared within your organisation and which ones are distributed externally. Also, review your document retention requirements. This will help you determine which files to destroy, and those that will benefit most from being converted to a digital format.

Purge

Scanning outdated business records to a digital format is a waste of time and money. Instead, purge old and expired documents to keep your conversion costs in check. The best way to securely destroy obsolete paperwork is to use a secure destruction service. Secure destruction sacks are delivered to your office free of charge. Next, a screened shredding technician collects the filled sacks and shreds the contents with an industrial-grade shredding machine. You receive a Certificate of Destruction at the end of destruction process.

Target Your Active Records

Don’t be intimidated by thinking you have to go completely paperless in 2017. Converting just a fraction of your paper documents to digital files can offer relief from a cramped office and help you to be more productive. A professional document scanning service will image your most active paper documents, ensure they’re properly indexed, and even host your digital files on a cloud server. And because your provider can supply the imaging equipment and software, your organisation won’t need to invest in the equipment to do the job.

Scan on Demand

Just like you don’t have to go entirely paperless at one time, you also don’t have to scan everything all at once. A Scan on Demand service provides the flexibility to securely store your archival and inactive files offsite in a commercial records centre and have them imaged only when necessary. Anytime you need a file, it’s pulled from its records centre location, scanned and sent digitally to your desktop. You can’t ask for a more cost-effective and efficient solution for eliminating on-site file storage expenses while gradually going paperless.

Moving to a paperless office in 2017 is easier than you think—just follow the tips we’ve described here.

Archive Document Data Storage (ADDS) provides document scanning solutions for businesses in London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.

Natasha Rawley The File Queen: Expert in Record & Information Management, LPM Columnist.

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