See also: The rise of digital printing in a paperless world. From time-off requests to client-facing documents, all workflows are fulfilled electronically in a paperless company. Automation has been a major force behind the paperless push. A majority (84%) of electronic documents are signed within one day due to automation. Now that you've created a paperless workflow, learn how to access, edit, and sign your paperless documents from anywhere on the Mac, iPad, and iPhone. Sharing One of the advantages of keeping digital documents is the ease of sharing them. Learn how in this course. The Paperless Field Guide is broken down into 19 sections and 95 videos.

• Paperless 2 2 2 – Digital Documents Manager Certification
• Paperless 2 2 2 – Digital Documents Manager Job
• Paperless Document Software

2020-09-09 18:13:13 • Filed to: Business Tip • Proven solutions

The first step you need to make towards paperless office if simply deciding you want a paperless office. But once you've decided to take that step, you need a good document management solution, a paperless filing system if you like. It is important to understand which system is the best for your organization. Some of them have different features, different benefits, the price is different, and much more. Our guide will help you decide which one is the right for you, and choose the best out of the plethora of paperless business systems.

4 Best Paperless Systems to Manage Documents

1. PDFelement for Business- Edit Scanned PDF Documents

PDFelement for Business is designed for small business and enterprises. It is the key paperless system to help users deal with PDF documents as well as scanned documents. As everyone know, PDF documents are more and more popular among businesses. For example, most important confidential files are in PDF format, the rules and regulations are in PDF format, contract are in PDF format etc.

The most important point for paperless filing system is that you might want to edit those scanned PDF files or scanned pictures. Then the OCR feature in PDFelement can help you do that. OCR can turn the scanned PDF into editable and searchable texts in case you need to change something on it.

• Volume licensing discount for business.
• All-in-one PDF solution.
• Ability to manage PDF files from multiple aspects.
• Customize according to your own business.

2.CrashPlan - Backup Documents

Their motto is rather simple 'Computer backup made simple'. CrashPlan allows small business and enterprises to back-up their files easy and with no-hassle. The software is accessible for home owners as well. With the standard plan, you get a free backup on an external drive in addition to the clouds. In other words, your files are saved on two different locations, and the trifecta security is second to none.

You can also enjoy a private key option, which allows you to protect your digital life with 448-bit encryption. In essence, you create a virtually impenetrable force field around your documents. There are different plans, depending whether you need gigabytes of online backup, or terabytes. Suffice to say, CrashPlan can make both reality. And the best part is CrashPlan doesn't charges extra for restoring files. Last, but not least, you'll get access to the CrashPlan free mobile application, allowing you to get access to your computer files from your mobile phone, anywhere.

3. Yep from Iconic Software - Paperless Filing System for Mac

Even with a real barrier, Yep is a great paperless filing system. Yep works only on Intel-Based Macintosh computers, but its features make it one of the best for companies using Apple products.

The key features include consolidating and tagging all digital documents, searching, managing and viewing of PDF documents, and integration with a scanner. Think this way: you can store your music in iTunes, your photos in iPhoto, and your PDF documents can now go in Yep. When you start the software for the very first time, you automatically get a list of all your PDF documents, Office documents and iWork documents.

One of the biggest advantages of Yep when compared to other software is that you can search through documents quick, without having to worry where you saved the document. And on top of that, you can add your own tags to any document. Yep helps you keep your documents organized, and gives you a track record of all your invoices, research papers, receipts and everything in between. And if you thought creating PDF documents is hard and complicated, Yep allows you to create a PDF document without scanning. Just by dragging in text, you create a text file. Or you can create an image file in the same way.

4. Mariner Paperless - Paperless Filing System for Mac and Windows

Mariner and Fujitsu become partners, and their partnership allowed Mariner to integrate the Paperless software into the best-selling ScanSnap scanners by Fujitsu. The company now offers the Paperless bundle to companies in the United States, Canada, Australia and Europe.

Whether you have Mac OS or Windows computer, the scanner is compatible. The company strongly advices using Paperless with ScanSnap. However, you can use any other scanner thanks to Apple's Image Capture method. If you are running a Windows computer, you need a scanner that supports TWIN or WIA to use Paperless. Again, ScanSnap is the recommended option, but you can buy another scanner. And you can always try a trial copy before choosing Paperless.

The company also offers Paperless Lite, which is a lightweight version of the software. The features include creation of simple digital receipt management, where you can store and create all receipts.

Other Things You Should Know about Paperless System

Why Go Paperless with Paperless Filing System

We would like to give you a few reasons that will justify the investment of going paperless. There are a number of reasons, but we will stick just to the basic one.

The first and most important reason you want a paperless system is that you save money. There are loads of copy papers flying around the office, and they come with a price. But with paperless office, you don't have to pay for copy paper. The money you saved can be used for a different goal.

Your documents will be stored and organized, and you can find information you want easily. All documents are indexed, and with additional tagging, you can easily and quickly find the information you need/want.

And did we mention you get access to your documents from everywhere? In the new and modern world we live in, executives and employees are required to use and find information within seconds, not days. That is only possible with paperless office.

Speaking of speeding up the process and efficiency of your business, paperless systems allow you to speed up approvals. Companies nowadays have utilized the electronic signature to process both internal and external documents. And then there is process automation, a software that helps with management and distribution of documents. You can use process automation to store, distribute, and route electronic documents, as well as collaborate with colleagues. All documents can be shared, meaning multiple people can look at them in the same time.

At the end of the day, all of the benefits of paperless office systems are with one goal in mind, and that is improved customer service. We all want to satisfy our customers, and paperless office makes that happen.

How to Go Paperless with Paperless Filing System

There are steps you need to take in order to transform your business and office from a storage unit with loads of paper, to a paperless office. The first step you need to figure out is the workflow, and what types of paper you can eliminate. For example, some companies opt for digital receipts only, while other go for much more like invoices, documents, data, research papers and more.

Once you've figured out the paper you can eliminate, it is time to invest in one of the most important elements of your paperless office, and that is a scanner. Any scanner will do the trick, but it is best to look for scanner that is recommended by your paperless filing system. A decent scanner will help you go paperless quickly and painlessly.

As we said, a scanner needs to be compatible with your document management software. Once you've chosen the software, you are in the paperless world.

And did we mention you get access to your documents from everywhere? In the new and modern world we live in, executives and employees are required to use and find information within seconds, not days. That is only possible with paperless office.

At this point, it is important to make sure the documents you have are easy to find. The software will do the heavy lifting, but you'll have to help as well. How can you help? Well, for starters, make your PDFs searchable by using optical character recognition, or OCR. And while OCR is very reliable, it is not 100% effective. Because of this, you need to name your files well by using the following format: date_keyword.

Free Download or Buy PDFelement right now!

Free Download or Buy PDFelement right now!

Buy PDFelement right now!

Buy PDFelement right now!

Paper documents and filing cabinets have been the way to organize information in an office, business, or at home for decades. But that doesn’t mean that physical, paper documentation is the best option. Many offices and employees worldwide are transitioning from physical documents to electronic document management systems with the hopes of building a paperless office.

Why do they want to go paperless? There are many reasons to get started. Follow these 7 steps and various tips for going paperless in today’s modern and digital business climate.

More and more business people are starting to realize that paper is an expensive and inefficient way to manage their information and tat a paperless office is the way too go. Using a document management software will give you access to your files instantly, with the click of a mouse. Small businesses and large businesses alike are turning to services like electronic document management, which have the tools they need to go paperless. But going paperless isn’t something that happens overnight. It is a process that takes time and effort. Many business owners and at-home workers are intimidated by the prospect of making the switch.

As intimidating as the concept may be, going paperless with digital information management systems is a necessity if you’re going to compete in the modern business world and still have a life outside the office.

To make it easier, read these 7 simple ways to make the switch and start going paperless..

What do you think is the number one reason why companies don’t go paperless? The answer may surprise you.

47% of employees surveyed said that one of the top three reasons they do not go paperless is a lack of management initiatives or mandates. Essentially, businesses are ready and willing to go paperless, but nobody is leading the way or providing the tools. Executing steps for going paperless means your home business and major company needs you to take initiative, step up, and lead the way to become a more efficient office. Your employees will be grateful for improving their work experience and increasing their productivity.

Here are some tips for going paperless. Set goals for each department and for the company as a whole that encourage everyone to transition to an electronic document management system. You may even want to set up some kind of reward initiative program for when the goal is met to encourage employees to participate in the efforts to go paperless.

The important thing about going paperless is that you lead by example. If you have your own filing cabinet of documents, take responsibility for scanning those on to an electronic system. Set goals for yourself and take ownership for meeting those goals. If your employees see you leading the way, they are more likely to follow and you’ll drive home how important going paperless really is.

Step 2: Get Everyone on Board With Going Paperless

No matter how strong the paperless example you set, your company won’t make the transition unless you have your employees on board. Make sure the employees know about the time, energy, and money saved. Introduce them to our mobile app. It gives them easy access wherever they have phone service. They can view, read, and share documents and files, without taking up any personal phone storage.

A recent survey asked businesses which departments were most resistant to a paperless work environment. As you can see, the Legal and Finance departments tend to be the most hesitant about going paperless. So how can you get them and the rest of your teams on board with the paperless plan? Here are 3 tips that might help.

1. Show them the ways going paperlessbenefits them: Demonstrate to people how going paperless will make their jobs easier. If they see the time, energy, and effort they can save, they’re more likely to support a paperless office.

2. Address compliance concerns about going paperless: There’s a reason Legal and Finance departments are the most resistant to go paperless: they’re worried about compliance issues. The truth is, going paperless can actually help you to become more compliant. Paper processes expose your company to potential liability due to a lack of security or lost paperwork. On the other hand, electronic document management software possesses security measures and other features that ensure vital information is protected. Demonstrate these digital features to your team members to show them how going paperless not only doesn’t create compliance issues but can actually eliminate potential issues in existing paper documentation processes.

3. Show how going paperless benefits customer services: Customer service is arguably the most important part of any business. The majority of consumers today prefer electronic correspondence to paper correspondence because it is easier to handle and is more secure. Providing digital services for your customers can earn the support of your team members as they see customer satisfaction increase.

Now that you’ve set up some initiative programs and gotten your team on board for going paperless, it’s time to start the dirty work. Before you begin scanning physical documents into the digital cloud, read these ways to organize what you have— odds are you have a lot.

To tackle these mounds of paper documents, you should divide the work and utilize the teams appropriately.

While your employees are preparing their documents and files for entry, you need to find the right digital document management system to aid the process of going paperless. There are many digital document management systems out there to choose from, so you need to research and compare your options before making a decision. To help you during your search, you should sit down and make a list of the tools your business needs in a document management system service, as well as the things you want that aren’t absolute necessities. These typically involve data backup, amount of storage, number of user accounts, audit logs, employee permissions, and automation.

Once you’ve read the tips and created a list of necessary tools, you need to figure out your budget for the new office software. You may need to consult with the Finance team about this. Then, with your list in hand and budget in mind, you can start comparing cloud document management software. You should aim to find something that meets all of your business’ needs and at least a few of wants while still staying in your budget.

Get as many demonstrations and trials as you can so you can see how the software functions. You may want to let other employees test the software too, to ensure that it is usable and easy to learn by others in the office.

After selecting your software program, you need to select employees to be trained on the best way to use it. Depending on your situation and your business, you may want only certain departments to learn how to use the software program or only the leaders of certain departments. The important thing is that all employees who handle, file, and need access to information in the cloud will be able to do so digitally and confidently.

Step 5: Get Started Right the Right Way and File Electronically

One of the most important tips for going paperless is relying on the right scanner to make the transition. With employees trained in the software, you can start scanning documents and filing them electronically with a document management vendor’s scanner selection. This is also a good time for you to assess how to handle incoming documents and digital files while catching up on your backlog of existing documents. From the time you scan your first document, all incoming paperwork should be filed electronically. After all, you don’t want to be constantly playing “catch-up” when it comes to being paperless; you want to move forward with a paperless program already in place.

Start with the documents you get today, and move forward in your steps to go paperless. Make sure to keep a backup of your digital documents and files in case of an accident. Here’s another tip, if you pick a document management program that includes automatic backup, you won’t have to worry about it. Once your team is familiar with the software and the paperless process, you can worry about the backlog.

Paperless 2 2 2 – Digital Documents Manager Certification

If your team is overwhelmed scanning the backlogged documents while handling their current incoming documents and digital files, you should look into hiring an additional resource, such as an intern or temp. They can work on scanning the backlogged documents while your full-time employees move forward with your new paperless processes. This enables you to get caught up more quickly so that you can become a completely paperless business.

Paperless 2 2 2 – Digital Documents Manager Job

No matter who you delegate this task to, consistency is key when making the switch to paperless. It is vital that everyone who is organizing and entering information is following the same steps and using all of the same guidelines. Set a clear goal of when you want all documents to be in the digital system. Break this goal into benchmarks so employees have a short-term goal to shoot for. Create to-do lists for every department.

Above is an example of one company’s game plan for transitioning the HR department into a paperless one. Posting something like this in a highly visible area in the office can help motivate people to meet the benchmarks and achieve a paperless office. Try to have a reward in place for each benchmark along the way, as well as for meeting the final goal. Going paperless takes work, and your team should be rewarded for getting the job done in ways that still encourage quality work.

Once you have your current documents switched to electronic copies, you can’t stop there. Tell your clients about the digital switch you’ve made. Make sure to send out an email addressing any concerns regarding security, and tell them about all of the benefits they’ll experience from the switch. You’ll also want to introduce them to electronic sharing as well. If your clients at home share digital documents with you and sign documents electronically with a phone or computer, your company will save even more time and money.

Make sure your clients are familiar with whatever version of electronic sharing program you choose to use—email, online sharing, etc. Be willing to answer questions and provide tips to make your client’s transition easier. Any tips or help will let your clients know you care about their success.

Paperless Document Software

One of the most important steps of going paperless is also to introduce them to the electronic signature services. Getting your clients started with as many paper-free processes as you can will help your company keep your paperless systems consistent, efficient, and organized on your computer.

Once you finish the steps for going paperless, much less effort is needed to stay paperless. Any following work will be avoided by minimizing printing from a computer and maintaining the consistency in naming and filing.

As you continue to use a computer to make your processes digital, you’ll see a number of benefits in your office and life outside of work. For example, savings in time and cost, as well as increased document security, and data backup. Keep track of projects with daily and weekly to-do lists. Your employees, customers, and business as a whole will benefit from making the switch to becoming a paperless office. When people at home or work ask how you had such a great business year, feel free to share these tips. After all, our main goal as a company is to improve your life by reducing stress at work.

By following the steps and tips outlined above, you can get your business’s document overload under control and have started to become a better, more efficient company.

If going paperless sounds like something your company could benefit from, schedule a free demo with eFileCabinet. We’ll show you how to do it quickly and easily.