Small Office? You Can Make the Paperless Dream a Reality

(ARA) - The ideal of a "paperless office" is still more fantasy than reality for many of us - whether we're working for someone else or running our own business. In fact, since the arrival of the Internet and e-mail - the two vehicles that were supposed to make the paperless dream a reality - paper use in offices has actually increased.

In "The Myth of the Paperless Office," authors Richard Harper of Surrey University and Abigail Sellen of Hewlett-Packard report that offices are now using 40 percent more paper than before the Internet. Even so, large companies do recognize the value of less paper, as evidenced by the millions they pour into document management systems.

Smaller offices, however, have been slower to pursue the dream, in part because the technology to reduce paper has been costly and geared for use by large companies. Yet small offices would seem poised to reap the most benefits from document management. Organization expert Eileen Roth, author of "Organizing for Dummies," has said 80 percent of the papers people file is things they'll never use again.

"Time is their most important asset for many small businesses," says document management expert Jeremy Petty, developer of Dymo File document management software. "Small companies can save time - and dollars - with digital document management. And new software makes it easier than ever for a small office to go digital, even if they don't have a document management expert or IT specialist on staff."

If you're not sure that digital document management will work for you, consider this:

* In 2006, more than 1.5 billion pages of documents were printed, according to industry analysts Lyra Research. Every man, woman and child in the United States uses 700 pounds of paper per year, and the average office worker generates 2 pounds of paper waste every day.

* Paper documents can be hard to find when needed. Software like Dymo File, a document management system specifically designed for use by small offices, converts paper documents to digital files that can be retrieved quickly and efficiently. DymoFile actually allows the user to search for a file with no more than a keyword that might be found in the text of the document.

* Paper documents require storage space. Digital document management eliminates the need for filing cabinets, boxes or any other filing system that takes up physical space in your office. Documents reside in your virtual office, where they create no clutter.

* Disaster recovery for paper documents can be difficult. If your office experiences a fire or flood and your paper documents are destroyed, you'll have little recourse for recovering them. Digital documents, when backed up properly on a regular basis, allow for much quicker, more reliable recovery. Back up your documents daily to a zip drive that you can take with you at the end of the day, or, better yet, use an online service that allows you to back up your documents to the provider's server.

* Sharing paper documents with clients or vendors via fax or courier can be costly and cumbersome. Digital documents can be shared and sent via e-mail with a few mouse clicks, for no cost at all.

* It's difficult to protect the privacy and security of paper documents. "If someone can put their hands on a piece of paper, he or she can walk away with that piece of paper," says Petty. Digital files can be protected with passwords and security software.

If you're ready to go digital, Petty offers some advice for getting the process started:

* Don't go completely paperless right away. Start out with the documents that are most critical to your business.

* Establish who will control the digital process. One person should lead the process and train others.

* Review your equipment. You'll want to be sure you choose software that is compatible with the software and equipment you already have. If you already own a multi-function printer, you may be able to use the scanning feature to work with software like Dymo File. If your work volume will exceed what your current equipment can handle, invest in new equipment that will be able to keep pace with the work load.

* Consider software that will allow you to back up your software quickly and easily.

To learn more about DymoFile, visit www.DymoFile.com.

Courtesy of ARAcontent