The administration of a business enterprise, government office or other entity usually requires the processing of large amounts of paperwork. These institutions use official forms and other items in their operations and filing stores. This paper-based bureaucracy is the target of customary jibes and irritation. However, paperless office-document scanning now gives managers and staff the electronic ability to process documentation.
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.
Society condemns the excessive usage of paper and paper products in some industries, either in correspondence or the storage of information. Trees are used to make paper, and the environmental impact of the paper manufacturing industry has sometimes been identified by conservationists as a possible issue. But recycled paper is a speciality product in the stationery sector, and the disposal of paper waste contributes substantially to the waste output of the community.
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.
The advantages of a paperless office over a paper-based one are, firstly, that the quality of scanned text is consistently high. Secondly, e-mail is instant and can be used to transmit massive amounts of records or other files. Recent file formats enable several hundred pages to be sent in a single attachment of several hundred kilobytes. People would not consider trying to fax a document of that size.
Expenditure on administrative operations can be decreased by the implementation of document scanning and electronic storage methods. The price of the equipment should be weighed against the expense of stationery. Paperless administration has seen the office environment use less paper and more technology.
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.
Society condemns the excessive usage of paper and paper products in some industries, either in correspondence or the storage of information. Trees are used to make paper, and the environmental impact of the paper manufacturing industry has sometimes been identified by conservationists as a possible issue. But recycled paper is a speciality product in the stationery sector, and the disposal of paper waste contributes substantially to the waste output of the community.
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.
The advantages of a paperless office over a paper-based one are, firstly, that the quality of scanned text is consistently high. Secondly, e-mail is instant and can be used to transmit massive amounts of records or other files. Recent file formats enable several hundred pages to be sent in a single attachment of several hundred kilobytes. People would not consider trying to fax a document of that size.
Expenditure on administrative operations can be decreased by the implementation of document scanning and electronic storage methods. The price of the equipment should be weighed against the expense of stationery. Paperless administration has seen the office environment use less paper and more technology.
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 go paperless, she recommends you check out Docufree.
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