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The Growing Paper Problem
The more we use computers, the more paper we have generated. Important paper gets mixed in with less important paper. Money and time are lost looking for documents. Storage needs stack up. And more:
- It’s hard to find paper documents when needed.
- Paper documents require storage space.
- Disaster recovery for paper documents is difficult.
- Paper documents require additional handling such as cumbersome faxing and expensive couriers.
- Paper documents are not easily accessed.
- It is difficult to ensure privacy and security for paper documents.
According to industry analysts Lyra Research:
- 1,520 billion pages of documents were printed in 2006.
- In the US each man, woman and child uses 700lb of paper annually.
- The average office worker generates 2lb of paper waste per day.
Paper use has increased 40% in offices since email and internet.*
*Richard Harper, of Surrey University, and Abigail Sellen of Hewlett-Packard, authors of, The Myth of the Paperless Office
How Your Business Can “Go Digital”
With DYMO File™
Determine what paper documents are critical to your business or practice. Don’t try to go “paperless” right away. Start with the most important papers.
Determine who will “own” the digital process. Set up one person to lead the process and train others.
Review your equipment. You might already own hardware that works with DYMO File™ software. If you don’t, determine how many documents you think you will scan in a month. That is your “duty cycle”. Be sure to invest in equipment that can handle your duty cycle.
Set up templates. By using or creating custom templates, it is easy to create a consistent and well-organized filing system. You can even create automated filing with DYMO File™ software.
Consider a back up plan. A great benefit of a digital filing system is that you can store your digital files on a server to be your back up files should anything happen to your paper files or primary digital files. It’s easy to integrate a back up system with DYMO File™ software.
Once you’re up and running, consider archiving ALL your paper files with DYMO File™ software. This allows you to free up the space you’ve been using for on-site storage if desired.
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