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4 Tips for Going Paperless

Taming the Paper Monster
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Office Management

4 tips for going paperless

Many offices are moving away from paper to protect the environment, spend less on printing supplies and reduce office clutter. Going paperless can also keep information more secure. Working in a paperless environment is a breeze, but getting there is not. Here are four tips to help you make the change.

Poor records management can cost you time, deplete your profits and expose your organization to compliance actions and legal liability. Develop a sound records management strategy with the step-by-step instructions you'll find in Taming the Paper Monster: Records Management, Compliance and File Security.

1. Use the cloud. All that data has to live somewhere. If stored on a local computer, you risk crashes and will have limited access to information outside the office, cautions Andy Brasfield, co-founder of Southeastern Laser, a printing supply company that specializes in paperless technology. Conversely, a cloud-based solution such as Dropbox, Brasfield's preferred service, can allow access to documents from anywhere, requires no backup and can have different permission levels.

2. Start with accounting. "Since accounting is probably the one office function with the most need for good data, going paperless with your bookkeeping, billing, accounts receivable and accounts payable will be the most cost effective and efficient up front," says David Evans, CPA, Alloy Silverstein.

In Taming the Paper Monster: Records Management, Compliance and File Security, you'll get:
  • Guidelines to develop a management plan for your company's records.
  • Charts listing government recordkeeping requirements your organization must comply with.
  • Resources for organizing your company's records.
  • A complete record retention schedule telling you what to keep and for how long, based on the type of business you conduct.
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3. Conduct paperless meetings. "We go to the conference room and use our large LCD screen to conduct the meeting and go over key figures, reports, initiatives and projects," says Jovim Ventura, founder of His company encourages note taking, making to-do lists and setting appointments in Notepad, Google Tasks and Google Calendar, respectively. This gets rid of handwritten meeting notes and multiple Post-its afterward.

4. Discourage printing. Remove all desktop printers and locate one or two heavy-duty printers in a central location, recommends Bill Horne, owner of William Warren Consulting. Horne also recommends tracking printing to each employee and notifying them that usage will be monitored.

Every company needs a records management system that works for them. With Taming the Paper Monster: Records Management, Compliance and File Security, you'll be able to develop the right system for your organization.

  • Which records your company must retain indefinitely.
  • Taming the Paper MonsterWhich documents you should NOT keep on file.
  • How to establish a recordkeeping policy that your company can live with.
  • How to reduce file storage by 90% or more!
  • New high-tech storage options that can save you space, time and money.
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