It has been decades since the concept of a paperless office was first publicised. At that time, the concept was more of a dream that only a few people believed would be possible. However, that dream is now slowly turning into reality as companies have discovered the financial benefits of a paperless office, not to mention the benefits that it will have to our environment.
Development in technology and communication has also played a big role in making the concept of a paperless office turn into a reality. Computers are now common office equipment and the improvement of data transfer between computers has made it possible for different people around the globe to view a certain document all at the same time.
Companies have realised that moving towards a paperless office will translate into huge savings. Not only will a company save on the cost of paper alone but also in filing cabinets, work space, and office equipment.
However, creating a paperless office is not as easy as it may seem. Some companies will find it harder than others. For example, companies that rely on technical manuals or books that have copyrights will be prevented from using copying and using these in digital format.
There is no doubt that creating a paperless office will have some difficulties. Equipment is widely available, but purchasing equipment is probably the easiest part. The hardest part is creating a system that will increase productivity by applying the paperless office concept.
Docusoft is a company that focuses on document management systems. The Docusoft DMS has been proven to help companies increase productivity. Less time is consumed in creating documents, distributing them to the involved departments, filing, and retrieving documents as needed.
The DMS also ensures that documents entered into the system are secured. In fact, once a document has been filed into the system, it will not be possible to delete it.
With the Docusoft Document Management Solution, the concept of a paperless office has a possibility of becoming a reality. It may take some time transitioning into a paperless office, but the Document Management System will make the process a whole lot easier.
One of the biggest challenges is reorganising the workflow to include the DMS. Personnel need to be assigned to scan documents and enter them into the system. This may take some time, depending on how far back a company wants to go. A company does not have to enter all of its historical records into the system.
Everybody needs to learn how the system works so that electronic copies of documents are properly distributed, stored, and retrieved. This process may also take some time.
Transitioning into a paperless office is quite a difficult task, but not impossible. Companies have been able to complete the transition which means that the DMS has been proven to work.
In order to realize the full benefits of transitioning into a paperless office, a document management system like the Docusoft DMS needs to be set in place. Without such a system, a paperless office will not become a reality.