Step One Semi-Paperless Office

First, do not assume everything will be ok and you will never have a problem.   Right at the beginning create multiple layers of data retention and protection processes.  Reliable, frequent/real-time  backups are always important but much more so in a paperless office. A paperless office should have multiple layers of  protection including incremental and full backups, and on-site and off-site backups.

Semi-Paperless/Paper-less process needs to take into account data protection (virus, encryption, etc.), data recovery procedures and document management (how to retrieve individual or related documents).

Next, create a plan on how to take your current records to a paperless state. This includes equipment requirements (scanners, storage, etc.), data management (how it’s stored so you can retrieve it), and management procedures.  The amount of data, government requirements and size of your business will determine the procedures.

Now, determine costs in time and equipment needed to handle your needs. Until you have determined the most efficient practice for your office, the procedures with costs, should be reviewed and revised regularly.

Initially, you may decide to leave old documents in paper and just go semi-paperless with new business. This process needs to be thought out due to employee time now and in the future. The physical costs (hardware, monthly retention services) is minor when compared to labor costs.  Ask Advanced Business Computers to review your paperless transition and document handling procedures.

Whether you need a set of proven procedures, scanners , software, IT services, training or additional temporary staff – contact Advanced Business Computers now.  Ask about cloud product comparison and implementation support including document management, software management with cost analysis.  All businesses are projected, within the next 3 to 5 yrs, to have 87% of their business computers/network hardware, data and software to be cloud based.  There is a great cost savings and immediate advantage to cloud based computing – ask us!

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