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Administration almost always involves paperwork. Any business, government department or other organization uses forms and official documents in its procedures and archiving system. While this enormous volume of paperwork has traditionally been the subject of annoyance or jokes, paperless office-document scanning offers an electronic alternative.
Paper, printing materials and record storage locations are all part of the expenses of a paper-based operation. Labor is absorbed by maintaining and searching the organization's archives. The physical transportation or sending of paper correspondence also occasionally poses a challenge, in that large collections of records are difficult to move and fax machines do not reliably produce accurate copies of faxed material. Paper records are also easily susceptible to damage or loss.
In terms of social awareness, modern environmentalists argue against paper as a medium of communication or data storage. Paper is made using trees, and the impact on the environment of paper's manufacturing process has been raised. Recycled paper is not yet a standard item in the stationery industry. The disposal of waste paper adds considerably to the burden of pollution in the economy.
The electronic management of documentation therefore makes more sense. An enormous amount of paperwork can be stored on a single USB stick or hard disk. Making back-up copies, even of the entire records of an organization, takes relatively little time. Electronic media occupy very little space, and are easy to transport. E-mail and document cloud facilities make their physical transport unnecessary anyway.
A document cloud system is an online facility that gives users space to upload and retain considerable quantities of administrative files or other material. This is useful because users can then log into the site and retrieve the material from any physical location. They do not need to carry hard copies around with them. The cloud system may or may not charge a user fee. People interested in this option should assess the storage capacity and security profile of different sites to see what is best for their needs.
Paperless office management has several advantages over older, paper-based methods. The quality of scanned documents is never an issue. Turning to correspondence, e-mails are received in a matter of seconds and can have plenty of material attached to them. The latest attachable file formats may contain several hundred pages of text in less than one megabyte. To fax a document of that length would not be practicable.
The expense of running an office can be greatly reduced through scanning and electronic document archiving. The outlay on the equipment required should be compared to the money saved. Paperless administration represents an area of the economy where those nasty paper cuts can be replaced by the press of a button.
Paper, printing materials and record storage locations are all part of the expenses of a paper-based operation. Labor is absorbed by maintaining and searching the organization's archives. The physical transportation or sending of paper correspondence also occasionally poses a challenge, in that large collections of records are difficult to move and fax machines do not reliably produce accurate copies of faxed material. Paper records are also easily susceptible to damage or loss.
In terms of social awareness, modern environmentalists argue against paper as a medium of communication or data storage. Paper is made using trees, and the impact on the environment of paper's manufacturing process has been raised. Recycled paper is not yet a standard item in the stationery industry. The disposal of waste paper adds considerably to the burden of pollution in the economy.
The electronic management of documentation therefore makes more sense. An enormous amount of paperwork can be stored on a single USB stick or hard disk. Making back-up copies, even of the entire records of an organization, takes relatively little time. Electronic media occupy very little space, and are easy to transport. E-mail and document cloud facilities make their physical transport unnecessary anyway.
A document cloud system is an online facility that gives users space to upload and retain considerable quantities of administrative files or other material. This is useful because users can then log into the site and retrieve the material from any physical location. They do not need to carry hard copies around with them. The cloud system may or may not charge a user fee. People interested in this option should assess the storage capacity and security profile of different sites to see what is best for their needs.
Paperless office management has several advantages over older, paper-based methods. The quality of scanned documents is never an issue. Turning to correspondence, e-mails are received in a matter of seconds and can have plenty of material attached to them. The latest attachable file formats may contain several hundred pages of text in less than one megabyte. To fax a document of that length would not be practicable.
The expense of running an office can be greatly reduced through scanning and electronic document archiving. The outlay on the equipment required should be compared to the money saved. Paperless administration represents an area of the economy where those nasty paper cuts can be replaced by the press of a button.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about going paperless, she recommends you check out Docufree.
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