Paperless-ish office

Back in the dark ages – well about 30 or 40 years ago – some wise heads predicted the end of paper, timing it to phase out in the late 1980’s and for the paperless office to achieve birth around about the time of the new millennium. Electronic records would be the only way forward and we could all work from 1m wide tables!!

I know you know it but I am going to say it anyway… Good Tui ad!

There has actually been a rise in the volume of paper records. You don’t need blogs and statistics to tell you this is occurring, as the reminders are everywhere: stuffed filing cabinets or tambours, overstocked file rooms, the increased use of offsite storage. And as you all know – more costs, more inefficiencies, more management time wasted.

Now we would all like a paperless office…well most of us who don’t really want to file and retrieve it but this is next to impossible. The state we need to aim for is paperless-ish, where we try to reduce the volume not eliminate it.

The magic question we then have to contend with is how?

Filecorp have identified six successful strategies to advance the cause of being paperless-ish. And for those of you who are Records managers, you can no doubt recite these blindfolded.

1.   Develop and use a functional classification and retention schedule. The functional classification paves the way for the timely elimination of records by placing them in categories based on their business use. Each category of record is marked with a standard retention period that is used to identify when various document types can be destroyed. This is a simple and effective way to prevent paper documents from piling up.

2.   Create a document disposal policy. This authorizes the timely and secure destruction of non-records which aren’t covered by the classification and retention schedule. This policy also helps staff clearly identify which documents are records and which are not. This reduces the tendency to keep documents around "just in case".

3.   Regularly purge existing collections. While a retention schedule and disposal policy help reduce paper volumes going forward, existing collections need to be addressed as well. There are many ways to do this, including one-time purges overseen by records management staff, as well as regularly scheduled clear-outs of transitory and convenience copies within each company department.

4.   Centralize and standardize the filing of your active records. One of the main reasons staff create duplicate copies of documents is that they have difficulty locating or accessing official records. By centralizing your physical records and standardizing the filing system, staff are more likely to find what they need in a timely fashion.

5.   Use software to track files and manage retention periods. Alongside an improved and centralized filing system, file tracking software also helps reduce duplicate copies. File tracking software ensures that you always know the whereabouts of any given record, making it easier and faster for staff to locate what they need. Records management software (which includes file tracking features) is also helpful in the effort to reduce paper build-up. The automatic tracking of retention periods makes the process of records disposal much more timely and efficient. As records reach the end of their lifecycle they are instantly flagged for destruction.

6.   Convert documents into digital formats. Converting paper records into digital images makes them available to all authorized staff, anywhere in the organization, whenever needed. Usually an imaging program is accompanied by an electronic document management system to facilitate sharing and collaboration. When electronic formats are readily accessible and sharable, staff have fewer reasons to create duplicate copies.

So there you have it: a way forward to a paperless-ish future.