Paperless offices are the reason businesses can be environmentally conscious and profitable. For the best chance at success, meet with the entire staff and have them help set goals and deadlines so that they can be engaged in the paperless process. 10 STEPS TO A PAPERLESS OFFICE GET EVERYONE ON BOARD Road-mapping actionable steps to facilitate both the production and continuity of a paperless office is crucial to the success of the process. Diagram a roadmap for the process and assign specific tasks to each employee to create a sense of accountability. REMIND & ENCOURAGE 1 Saving the trees is easier when you replace paper-based business processes with smart scanning—a tool that automates document capture, routing, and storage. As a document workflow automation tool, smart scanning also helps offices go paperless with ease, ensuring paperless office continuity while reducing environmental footprint and CO2 emissions. DOCUMENT AND WORKFLOW AUTOMATION Most companies now offer paperless statements and online payment options, and you should be taking advantage of that. Furthermore, if your company doesn’t offer these options to its clients, it’s time to make the switch. Not only will you eliminate piles of paper, but you’ll also save piles of money on envelopes and postage while getting paid faster. PAPERLESS BILLING 4 If you constantly have clients filling out paperwork, switch to an electronic option. There are many platforms available for creating fillable forms, but if those seem too daunting, you can always create an editable PDF that clients can fill out on their computers and email the files right back to you. FORMS OF THE FUTURE How oſten do you print out an entire document just to sign one line at the bottom? If it happens more oſten than you’d like to admit, you’ll be thrilled to know that the ESIGN Act of 2000 verified that electronic signatures hold just as much authenticity as their paper equivalents. Or you can try programs like DocuSign or Right Signature. ELECTRONIC SIGNATURES 6 To guarantee reliance on safe paperless file sharing, eliminate the fax machine and replace with a web portal tool for sensitive files. If you have clients or other contacts who are subbornly set in their faxing ways, try a service that intercepts incoming faxes and converts them to email. Your faxes will be more confidential when they’re delivered straight to your email inbox. GO FAX-FREE Now, you’ll need to digitize all your important records. If you already have a scanner, you may be good to go, but depending on how many files you have to scan (both now and in the future) it may be worth purchasing a new one. There are options for automatic document feed and duplex (or double-sided) scanning to make the job faster, but you’ll want to make sure they can handle all the sizes and shapes of the material you’ll be scanning. SET UP FOR SCANNING All the previous steps you’ve taken will come together when you implement a Document Management System, or DMS, like eFileCabinet. eFileCabinet stores all your files and makes them easy to find with the advanced search tool. Your documents can also be emailed or shared securely directly from the program’s interface. Plus, it’s accessbile from anywhere, including on your smartphone or tablet. INVEST IN DOCUMENT MANAGEMENT SOFTWARE As you scan all your files and import them into eFIleCabinet, most of your paper copies can be shredded and recycled, but be sure you’re familiar with your industry’s regulations. SHRED & CELEBRATE 10 877-574-5505 www.efilecabinet.com YES! YES! YES! YES! 3 2 5 7 9 8
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Paperless o�ices are the reason businesses can be environmentally conscious and profitable. For the best chance at success, meet with the entire sta� and have them help set goals and deadlines so that they can be engaged in the paperless process.
10 STEPS TO A PAPERLESS OFFICE
GET EVERYONE ON BOARD
Road-mapping actionable steps to facilitate both the production and continuity of a paperless o�ice is crucial to the success of the process. Diagram a roadmap for the process and assign specific tasks to each employee to create a sense of accountability.
REMIND & ENCOURAGE
1
Saving the trees is easier when you replace paper-based business processes with smart scanning—a tool that automates document capture, routing, and storage. As a document workflow automation tool, smart scanning also helps o�ices go paperless with ease, ensuring paperless o�ice continuity while reducing environmental footprint and CO2 emissions.
DOCUMENT AND WORKFLOW AUTOMATION
Most companies now o�er paperless statements and online payment options, and you should be taking advantage of that. Furthermore, if your company doesn’t o�er these options to its clients, it’s time to make the switch. Not only will you eliminate piles of paper, but you’ll also save piles of money on envelopes and postage while getting paid faster.
PAPERLESS BILLING4
If you constantly have clients filling out paperwork, switch to an electronic option. There are many platforms available for creating fillable forms, but if those seem too daunting, you can always create an editable PDF that clients can fill out on their computers and email the files right back to you.
FORMS OF THE FUTURE
How o�en do you print out an entire document just to sign one line at the bottom? If it happens more o�en than you’d like to admit, you’ll be thrilled to know that the ESIGN Act of 2000 verified that electronic signatures hold just as much authenticity as their paper equivalents. Or you can try programs like DocuSign or Right Signature.
ELECTRONIC SIGNATURES6
To guarantee reliance on safe paperless file sharing, eliminate the fax machine and replace with a web portal tool for sensitive files. If you have clients or other contacts who are subbornly set in their faxing ways, try a service that intercepts incoming faxes and converts them to email. Your faxes will be more confidential when they’re delivered straight to your email inbox.
GO FAX-FREE
Now, you’ll need to digitize all your important records. If you already have a scanner, you may be good to go, but depending on how many files you have to scan (both now and in the future) it may be worth purchasing a new one. There are options for automatic document feed and duplex (or double-sided) scanning to make the job faster, but you’ll want to make sure they can handle all the sizes and shapes of the material you’ll be scanning.
SET UP FOR SCANNING
All the previous steps you’ve taken will come together when you implement a Document Management System, or DMS, like eFileCabinet. eFileCabinet stores all your files and makes them easy to find with the advanced search tool. Your documents can also be emailed or shared securely directly from the program’s interface. Plus, it’s accessbile from anywhere, including on your smartphone or tablet.
INVEST IN DOCUMENT MANAGEMENT SOFTWARE
As you scan all your files and import them into eFIleCabinet, most of your paper copies can be shredded and recycled, but be sure you’re familiar with your industry’s regulations.
SHRED & CELEBRATE10
877-574-5505www.efilecabinet.com
YES! YES! YES! YES!
3
2
5
7
9
8
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