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Reducing Paperwork in the Workplace

Posted by: Rod Kurtz on July 1, 2008

It’s hard for businesses to keep some paper records and some electronic records. It means double search time. Companies cannot afford to maintain both.

Since business processes almost always involve paper, the challenge is to merge parallel work flows— electronic and paper-based—into a single, efficient work stream. Here are three steps to reducing paper in the workplace:

First, look for scanning systems that are already familiar to workers—like multifunction printers (MFPs). They have been designed to require little or no formal training to operate. An MFP is designed to be shared among employees and people are comfortable using it for printing, copying, and faxing.

Next, consider the user experience. If you plan to use document scanning across the organization, look for document imaging software that is easy to use. Avoid systems that require ongoing user training and IT support.

Third, pick software that makes it easy for users to send documents to their desktops, fax servers, and business applications, such as e-mail, right from the MFP. The connection to business applications is important because it allows scanned information to be available immediately so users can fully participate in an electronic workflow.

Ed Schmid
President and CEO
Nashua, N.H.

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