However, it hasn't quite worked out as
expected. Let's say, the concept of the paperless office
looks good on paper, but the reality is quite different.
Several years ago, it was assumed that
businesses would, over time use less and less paper in the
office, until eventually becoming paper-free. With files
stored on computers, email replacing traditional mail and
an array of electronic gadgetry, it was a fair assumption
to make.
However, it hasn't quite worked out as
expected. Let's say, the concept of the paperless office
looks good on paper, but the reality is quite different.
Written correspondence is more popular
than ever, because it's so easy. Look in your email sent
items. How many of those emails would you have sent if you
had to print them, put them in envelopes, attach a stamp
and take them to the post box?
Likewise, how many of the emails in your
inbox would you have received if they weren't so easy to
send?
The problem is, the documents we send
and receive often need to be printed in order to be processed.
This is, for the most part, down to how technologically
advanced the company's processes are.
Much of the document printing we do is
totally unnecessary, but there are some hardcopy documents
that we cannot do without. Very few small to medium sized
businesses could afford to implement an electronic signature
system instead of delivery notes; and invoices sent and
received by email, usually have to be printed for the records.
A Tax Inspector would not be impressed if he/she was told
to wade through tens of thousands of emails to cross reference
with your book-keeping.
The British legal system isn't exactly
geared up for electronic documents either. In a dispute
with a supplier, competitor or customer, documented evidence
would not be well received if it was presented on a compact
disc.
Whether we like the idea or not, paper
is, (for now, at least) a vital part of running a successful
business. The documents we print are part of our business
records and those records have to be kept for future reference.
This means the longer we trade, the more documentation we
have to keep.
The paperless office is idealistic. For
environmental reasons at least, we should continue to head
toward a reduction in our use of paper in the office. Maybe,
in a decade or two, the printed document will be as redundant
as the chalkboard. For now, we print, we file, we archive.
If you need archive storage in the North East;
Call 0191 389 4397
Or, click
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