It’s been at least three decades — probably more — since everyone began talking about the coming of the “paperless” office. Personal computers arrived about 30 years ago, which were soon followed by networking, the public Internet, and wireless computing. Yet we are still not paperless. In fact, now that we have inexpensive laser printers and digital copiers, we have more paper than ever in the office. Why? Whatever happened to the promise of the paperless office?
No Paper at School
My daughter started a new school this year. One of the items she was required to buy was a tablet computer (a tablet allows you to write on the screen with a special stylus and it has OCR software to translate your handwriting). All students have the same type of tablet. In addition, she was required to take some computer classes over the summer and even I had to attend one of the classes, so I’d know how to use the online reporting system and I’d understand what my daughter would be doing. Why do all of the students have tablet computers?
The school has a goal: to go paperless. The school teaches everyone how to use Microsoft office for writing papers and delivering presentations. They use Microsoft One Note (electronic binder or file system) to organize all of their work. They go online to get handouts, homework, submit homework, and interact with others. Though they’re not totally paperless, the school is moving in that direction and hopes to be there soon. Information technology is changing business.
Electronic Books
Amazon released the Kindle paperless reader about three years ago. It’s designed to allow people to download and read books without the paper. Earlier this summer, Amazon estimated that they reached the point where more people are downloading electronic books than are buying hardcover books in paper form. While the Kindle was one of the first, the iPad came along and changed the game.
Electronic Subscriptions
Apple’s new iPad has reader applications for books, magazines, and newspapers. The iPad gives you pages in color as well as b&w. Material is also easier to read because the iPad is larger than a Kindle, yet the iPad is smaller and lighter than a laptop computer.
Do you want to wait for your newspaper to be delivered in the morning? Don’t you love getting the paper when it’s raining or snowing? With an electronic reader, you just login and start browsing, searching, and reading the news. Plus, an e-reader never requires you to suspend your subscription when you’re traveling and all of your reading material is always with you (or it’s just a download away).
Do You Still Have Paper in the Office?
Document management systems have been around for years. Many organizations are scanning paper files or using document management software to eliminate paper storage, retrieval, and waste.
Think of the cost savings in your office. If an employee spends five minutes retrieving and replacing a file from a file cabinet and that employee works with just 10 files per day, that’s about 200 hours per year per employee (5min x 10files x 5days x 48 weeks)! If you pay one employee $20 per hour, you’re spending about $4,000 per year just to have documents handled! Document management software will pay for itself in the first year.
Bizmanualz has been in the business of providing paper-based binders of policies, procedures, and forms for decades, but that is now changing. All Bizmanualz policies and procedures have also been available via automatic download, immediately after you complete your purchase, for several years. Our customers have been moving from hardcopy manuals to electronic copies for some time. But wait! There’s more!
Bizmanualz New Policy Management Software
Bizmanualz new Policy Management Software product incorporates the Bizmanualz policies, procedures and forms library, includes document management features for controlled storage and retrieval and helps you comply fully with ISO, JCAHO, CFR, ITIL, and other standards and regulations.
Using the Bizmanualz Policy Management Software provides immediate access to all of your files. You won’t need to download files for editing, reviewing, or releasing to your employees. No more printed binders. The new, paperless Bizmanualz Policy Management Software solution helps you to achieve your goal of a paperless office.
Are Paperless Offices a Reality?
I think the paperless office is here. You can purchase a tablet computer for computing work, purchase a Kindle or iPad for your reading, and the Bizmanualz Policy Management Software for your policies and procedures compliance. The rest of your office paperwork can easily be put inside a document management system (like the Bizmanualz DMS) and there you have it – a paperless office!
Try it. I think you’ll enjoy not having file cabinets ring the office, fewer dead trees, and less recycling to worry about. The lean solution is not to produce the paper in the first place.
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