New Year’s resolutions are always a hot topic at the beginning of the year. Magazines and websites are full of helpful tips for eating better, losing weight, getting in shape and living well. But what about your work life?
If you’ve resolved to work more efficiently, save money and reduce your business’ impact on the environment you’re in luck. All of these goals can be achieved with one simple and effective change that will revolutionize how you work: going paperless. We’ll help you keep that resolution with three simple steps:
Step 1: Sort and Purge
This is the hardest step of all – sorting through years of files, notes and paper scraps trying to decide what’s worth keeping and what can be shredded or recycled immediately. While this may seem like an overwhelming task it is an essential one and will set you up for future success.
Divide all your existing paperwork into two piles: shred and scan. Be ruthless about what is truly necessary to keep on hand and what can go straight to the recycle bin.
Step 2: Scan and Save
The next step is taking all those paper files you’ve deemed essential and scanning them to be stored electronically. This creates a secure digital archive which you can access whenever and wherever needed, without taking up valuable storage space in your home or office.
While any scanner can do the job, choosing the right scanner makes the task much easier and more efficient. A stand-alone scanner like the nScan 915i is ideal for both home office and business use. With no computer, drivers, or cables required, it allows multiple users to scan documents and send to the destination of their choice: email; computer, network; or cloud.
Step 3: Set up Systems for Future Success
Now that you’ve dealt with the backlog of files and created a secure digital archive on your network or in the cloud, it’s time to evaluate your current business practices. Setting up a paperless system going forward is simple, and will pay off in terms of time, money and resources saved.
For most business, the bulk of paper files comes from printed forms, Applications, purchase orders, employee information, patient records – any paper forms and documents can be easily converted to a paperless system with the right tools.
Invest in e-signature solutions and a system such as nForm to access all your printed forms on a tablet. There is no need to convert, modify or redesign any of your existing documents or change your current workflow process. nForm can save and send completed forms directly to your network using the same interface as a document scanner – no printers or hard copies required! nForm offers the additional benefit of serving as an electronic signature pad.Signatures, initials and handwritten notes can be added directly to the digital form with no extra equipment needed.
With these three simple steps you’ll be well on your way to keeping your New Year’s resolution, without even breaking a sweat!