An information resource on Record Keeping and Enterprise Content Management

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The Less Paper Office

Are you trying to get the paperless office? (Well, realistically the paper light office…)

Whether you are preparing for office moves, changes, relocation or expansion, you may find that the paper filing systems in your organisation take up too much space. This page provides some hints and tips on getting the less paper office, reducing the volume of filing and getting a lean, clean and green working environment.

It is not untypical to discover following audit that each employee can have 6 linear feet of filing! Often targets are set to reduce this by 40-60%.

Such initiatives will of course help reduce the cost and productivity issues associated with creating, filing, finding and storing paper documents. Generally, a document management strategy will help you to reduce the business risks associated with a dependence on paper.  Please also see the page examining the issues arising with paper filing.

The amount of on-site storage of paper documents can be reduced by:

1. The use of different filing equipment  to store paper records in a more space-efficient manner and/or
   

2. The introduction of image processing, both for an ongoing basis and with the 'backfile conversion' of paper archives to scanned image to enable the earlier archiving (and sometimes destruction) of paper records with electronic copies available for office use and/or
   

3. The use of databases or electronic forms instead of certain paper documents if possible, typically replacing internal manual forms completion and distribution processes and/or
   

4. The selection of an off-site archive facility for less used or inactive documents removing them from more expensive office space and/or
   

5. The secure destruction of documents that are no longer required to be retained for business, legal, regulatory or historic purposes and/or
   

6. The raising of staff awareness and capability to print less and/or
   

7. The electronic archiving and retention of computer generated documents, such as invoices, statements and reports, rather than keeping 'second' copies.
   

Ultimately, a critical decision is required on which records need to be accessible, in what format, for what purpose.