How to Turn Your Business Paperless

As a business professional, turning your business paperless should be a top priority. Not only will the process of going green assist in enhancing the organization of your office, it will also help to reduce your company’s carbon footprint and will assist in reducing costs. On the most part, nearly all hard copy documents that you possess that are part of your business may be transferred to a paperless system; however, it is important to understand that there are laws that govern certain types of document recording requirements.

These laws vary from one type and section of business to another and typically provide industry-specific policies and procedures. If you are interested in transferring your documents to a paperless system, you should research these laws, in advance, to ensure that you are adhering to all of those that are applicable to your business. Once you have ensured complete adherence to the necessary legal expectations regarding your company’s documents, you may proceed in turning your business paperless. In this brief guide, you will be provided the easiest and most efficient strategies on successfully going green as a business professional.

As we continue to progress within the 21st century, it is becoming more and more important to realize that, as business professionals, we have the ability to transition into the “Paperless Society” that was envisioned by British-American Scientist, Frederick Lancaster, in the year of 1978; however, as you read this, there are buildings literally collapsing in various areas of the world due to the burden of the documents that they store. A prime example is the Veterans Affairs building located in North Carolina. While the laws surrounding documentation may keep our government offices burdened by the weight associated with hard copies, there are numerous strategies that business professionals may utilize to successfully lighten the load that they carry and are now going green. Below, you will discover a few of these techniques:

Internal Documents – One of the most convenient ways of going green through going paperless is by using internal documents. A free example of an internal document program that is gaining an immense amount of popularity among business professionals today is the free program called “Google Docs”. Not only do you have the ability to upload hard copies of all the papers that you have stored at your business, but you also have the ability to work simultaneously with other professionals within your business on the documents that you place within the internal document program. Additionally, the program includes a chat program that will allow you to have conversations with colleagues that are working on the documents that have been uploaded. Best of all, the documents stored in this program may be accessed from any location, at any time, through an internet connection.

Large-Scale File Sharing and Storage Programs – If your business has a large number of files that are relatively large, you may utilize large-scale file sharing and storage programs that are low-cost. One popular example is Dropbox. In this type of program, you may create folders that will allow you to store files according to type, and create folders that are accessible to the various groups of employees within your business. Not only will this aid in the protection of your documents, it will allow you to eliminate the need for hard copies and will assist in disseminating reports pertaining to your company.
Scan and Fax Systems – If you are interested in going paperless and have a desire to reduce the carbon footprint of your business at a fraction of the cost, you may want to consider utilizing scan and fax systems, such as TurboScan. This application will permit you to take pictures of your documents and then converts those images instantly into PDF files that you may store on a computer or an internal server at your company.

As you can see from the information contained within this guide, there are many technological advancements that have resulted in tools that will assist in reducing paper storage and waste within your business. A paperless business that has elected to go green not only benefits the environment, but it assists in saving your company precious time, money, and storage space. By utilizing the techniques outlined in this brief guide, you will free your business from the bondage of clutter and will optimize its operational efficiency. In turn, this results in higher levels of success and monetary success.