In 1975 Vincent E. Giuliano of Arthur D. Little Inc, the world’s oldest management consultancy firm, predicted the use of paper would rapidly decline by 1980 “and by 1990, most record-handling will be electronic.”
His prediction spread like crazy and as technology moved forward so did the expectation of a paperless office. More than 40 Years have gone by and it still
hasn’t happened. In fact, paper consumption has not only grown, it has exploded.
You’re probably saying to yourself right now, “I’ve been hearing about a digital
office for years and I’m using more paper, have more files, folders, and boxes of
records lying around than ever… I knew that was a lie.”
● 15% of an organization’s revenues are spent creating, managing & distributing documents
● 60% of employee time is spent working with documents
● 85% of business documents are in paper form
● 5 – average number of times a document is printed
● 90% of a business’s information is in documents
● $4,500/year – at $30/hr, the amount that knowledge workers waste working with
The share of U.S. businesses with less than 20 workers is 97.9 percent. Ok now here is the big lie. Those small businesses (97.9% of all businesses) have been led to believe that it’s all or nothing – totally change the way you do business, huge investment in software licenses & training, the IT staff to maintain it and back it up, etc. That way of thinking is just not a reality for the average small business so they do nothing.
The fact is a digital office is very possible. In fact, putting a few simple steps into motion can make a huge impact.
1. Purchase and really get to know a good PDF Converter Application – Stop
printing and accelerate your productivity instantly. Easily create, convert, edit,
sign, and share PDFs on your Windows computer.
2. Purchase an easy to use Document Scanner – Turn the paper files that come
into your office into PDF files.
3. Use a single, Cloud based document repository – Store your PDF’s in one
place that you can access and share anytime, anywhere.
● When a relative piece of paper comes through the door it gets scanned.
● All documents created in house get converted to pdf.
● Naming Convention
Something simple but clear such as: Date_Description
Example: 2018-07-24_Impact Data Imaging Invoice
● File Structure
Mirror what worked well with paper files.
2018 Work Orders
● Use a simple to use, secure cloud storage. Focus on running your
business not building and maintaining a secure storage infrastructure.
If you are wondering why you should care what we think…consider this: We have gained a lot of insight converting millions & millions of documents to digital (PDF) files over the last 12 years. We know which scanners to use, which PDF tools to use and where to securely store the files. If you would like to know our recommendations and see how easy we’ve made it click the link below.