In the past 13 years, advancements in technology has made it possible to see that the world we live in can be transformed to become paperless, both at home and in the workplace. Studies in the United States of America found that previously an individual office employee uses around 10,000 sheets of paper per year, with no signs of trying to reduce paper use. Advancements and availability of technology has made people realise that a paperless society is now a reality and very possible. These technological advancements include improved wireless communication networks, secured data storage and management systems, and identity verification systems. Organisations that want to take a step closer to a paperless working environment can start from the following three actions.
1. Compiling Data
Organisations should first assess how documents are currently being received and stored, whether it’s in paper or digital form. If an organisation dose not yet have an existing Document Management system, SMART Document by Brainergy is a tool that can assist in compiling, storing and managing documents in digital format so it can be accessed and viewed any time and anywhere; any existing paper documents can be converted to electronic files.
Once documents are converted and uploaded into the system, SMART Memo, sending and receiving documents internally can be done so in digital format. Sending and receiving documents in digital format can create a more efficient workflow and replace the existing traditional method of using paper. SMART Memo can replace a simple task that all organisations perform daily, examine documents and approve or deny memo requests. Memos can now be examined on an online system, request and approved via email, and search and view for past memos if needed.
3. Data Storage
SMART Document and SMART Memo can assure organisation data is stored securely. Access to data can be specified and authorised to selected personnel. Limitations on functions and document access can be set depending on the role of selected personnel. In addition to the benefits of being paperless, working with digital documents also has the added benefit of identity verification through SMART Signature; identifying the publisher of a document. This can assist users reduce mistakes when preparing documents, resulting in higher efficiency and productivity in the workplace.