The Advantages of the Paperless Office
Most so-called paperless systems use cloud-based technology, hence access to your documents depends only have an Internet connection at the time that you want to enquiry. And that includes access from any device: other computers, smartphones or tablets.
It is very easy to find the information you are looking for, even if you do not remember where you saved it with a simple search, info reappears faster than having to search through physical files. Paperless systems really need some storage place, even if you decide to use external hard drives, currently they are very small, fast and encryption systems use information in case they fall into the hands of unauthorized persons. You can currently carry a vast amount of information in the space it occupies a wallet.
This way you save an important space in your home and / or office space that you can use for other things or to live clearer.
Backups and Data Security
With paperless systems is very easy to create backups of all your important data. These backups can also be stored in other places, in secure facilities. The benefit of backups and offsite storage is to protect against data loss disasters (fire, water), user errors, etc. Equipment failure no longer means that you will lose your information and copies available through programs backup and storage, your information has a stronger and more advanced protection.
Unlike storage systems are accustomed to a paperless system makes it much easier debugging unnecessary documents.
With proper technique and consistent naming documents, debug copies unnecessary system is very easy and much faster than they would on paper.
One tip, do not try to implement the system at once, better to start with one or two issues until you think you have a respectable operating system and that you feel comfortable with.
The systems are based on our habits, but become productive it is best to focus on acquiring new habit before moving to another, so that will create confidence in the system and know how to rescue information, reducing concerns and fears.
Acquire a new habit takes about 30 days, so that is the minimum time you should allow before adding the next step. Use the system continuously, but not come to rely on. The first important piece of the system is to create a consistent scheme for naming files.
Over the next notes we will be seeing all the steps involved in creating a paperless system. My recommendation is that before you allow yourself to have an overview of how the whole system works and then turn back and reread all notes to decide how you’re going to deploy that software will use, etc.
The stages of a paperless office are:
- Make backups and managing information
- Password Management
- Managing incoming documents
- Organize and appoint the Digital Archives. Using scanners.
- Calendar and contact management
- Managing lists and notes
- Organisation email and bookmarks
Once you have the system running, you’ll know that you always have the ability to access your files, that they are protected from prying eyes and you can recover if your local copy has problems, it’s priceless.