The Use of the Paperless Technology

This article discusses the importance of transitioning to paperless technology in offices, the potential changes it can bring to businesses, and the likelihood of achieving a paperless office. It also explores the benefits of implementing a workflow management system. The content includes case studies and references to support the information.

Running Head: THE USE OF THE PAPERLESS TECHNOLOGY
The use of the paperless technology
Name of the Student
Name of the university
Author’s Note

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Table of Contents
1. Why is it important to strip away old ways of working when introducing systems such as those
brought in by Liverpool Direct and Hyde?......................................................................................2
2. using the Internet as a resource, locate information regarding a simple document management
system, such as Scansoft's PaperPort Office. How useful is such a product likely to be within a
department of a large company or a small business?......................................................................3
3. What is the likelihood that the paperless office will ever be achieved?......................................4
4. If a company implements a workflow management system such as the one described in the
case study, what would be the expected changes in the business?..................................................5
References........................................................................................................................................6

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1. Why is it important to strip away old ways of working when introducing systems such as
those brought in by Liverpool Direct and Hyde?
The elimination of paper will not only help in reducing the office cost but will also help
in efficient management of the office structures. Much of the space is being covered up because
of the paperwork. As such that about the price of 7,50,000 € worth of office space is occupied
because of this paperwork. On the other hand, the paperwork fails to be productive and effective.
Taking into consideration the case study, it seems like an average time to turn around the benefit
claim is about 140 days, and there was a backlog of about 50,000 cases (Peltier et al., 2016).
Each week, 20,000 pieces of mail would arrive at the benefits office, including
everything from benefit claims to notifications that an individual's circumstances had changed.
Moreover, the entire chain system of work requires the documents to be passed from one
department to another department for the approval and stamp process which took much of the
official time. Sometimes, it was observed that the file was not even able to reach the desk of the
desired officers. As such that chaos was generated.
Moreover, this situation of long processing was resulting in effecting the performance of
the office work. Much of the credentials were not available because of the presence of the
number of files. Most of the management team does not find interesting to carry out activities
within the organizational premises. Moreover, there was a huge cost associated with the use of
the paperwork since the paperwork was carried out in a bulk amount. Besides, there exists a theft
of confidential data. As the paperwork does not seem to be productive in the long run, the paper-
based information may get hampered in the long run (Lee et al., 2017).
Another incident related to paperwork was stated that after receiving the mail, it was
passed through the various departments for the approval of the mail and then it gets passed on to

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the other department. Hence, it is a long process which also required manual labour force to
carry the document to the desired place. However, another important thing to be taken into
consideration is the presence of the top management body as such that a manager, a manager is
assigned with the various key tasks and responsibilities that I required to be carried on. To
undertake this activity the manager is not always available in the cabin, as such that the
paperwork that required the approval of a manager fails to proceed.
2. using the Internet as a resource, locate information regarding a simple document
management system, such as Scansoft's PaperPort Office. How useful is such a product
likely to be within a department of a large company or a small business?
Taking into consideration the present scenario, paperless work will not be effective in
terms of office space, and cost but will be much more effective in terms of the managerial
activity. The paper in the form of the document gets approval using digital technology which
provides featured like that of the digital signature, and much more. Besides, the paperless
document format file will be able to reach the point of the manager or any other body within a
fraction of second.
Besides, any further communication that is required will also be carried out by making
use of the advancement in technology. Apart, from all of this one of the key benefit that will
yield is the management of this data are in accordance with a separate identity’s (Brown et al.,
2017). The information can be interpreted, compiled and then can be arranged and kept in a
specific manner that can be accessed whenever it is required. Besides, the technology advance
brings in the feature of formulating one’s own database using recording the credential
information of the clients and that of the management.

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Software-based tags and special logos can be used to assign and mark the various e-mail
or documents to denote specific importance towards the particular document. This is some of the
features that are possible because of the presence of the digital media platform. Such as one
trigger may cause the letter to flow around multiple assigned places within a fraction of seconds
and at a real-time basis.
3. What is the likelihood that the paperless office will ever be achieved?
There is much of the chance of making the entire office to operate on a paperless work. It
mostly depends upon the interest and the knowledge of the individual employees operating
therein. If they are satisfied then they can address their interest to the top authorities and demand
for the change within the organizational activities, it is because of the electronic-based process
that enables the staff to claim their expenses directly from the computer.
The process of digital paperwork comprises of working utilizing various servers. The
employees, on the other hand, finds that the employee is not comfortable with the digital process
because they take it as a threat to their jobs security. On the other hand the senior employees who
are comfortable and addicted to the practice of working with the paperwork find difficulty in
adopting the new way of carrying out work. Sometimes, the people even become nervous
because of the user interface to make the documents available at different point of designation.
Besides, neither of the organization operates on paperless work as per the concerning case study
(Chan et al., 2015).
However, Liverpool direct has achieved great efficiency and results such that about 70
percent of the paperwork has been reduced in number. However, any postal correspondence is
retained for 30 days after being digitized. It even aims to make more use of the paperwork, It
hopes to increase that to 80 percent by digitizing supplier invoices, tenancy agreements, and

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possibly tenancy repair requests, Mr. Horton says. It is the belief that there will be cut-off in time
such as that the waiting time for the employee claim will get reduced to about four minutes from
two hours of time. Nevertheless, with the paperless recruitment system now in place, and with its
previous paper saving efforts, it has eradicated 153,000 sheets of paper a year from its
operations.
Lastly, taking into consideration the above discussion it seems like Yes, the organization
will successfully make use of the paperless systems. However, the issues that the employees face
regarding the user interface and practice it will be overcome with time.
4. If a company implements a workflow management system such as the one described in
the case study, what would be the expected changes in the business?
If a ccompany makes use of such digital-based work practices much of the probability
lies in the fact that the organization will bring about innovation in the work process and
innovation in working and technology is the key towards growth and development. The company
besides making use of such a system will find ease in managing the details of not only the clients
but the informations regarding the various work practices. On the other hand, it eliminates the
time barrier which means that more productivity will result in the shortest possible time (Soule
et al., 2014).
Moreover, the employees and the workers especially that of the youth segment will
arouse an eager to work genuinely and effectively towards the attainment of the goals. The
company by making use of such a system will avail the opportunity to create its very own
database. The information’s can then be compiled within this database. By making use of the
MIS system the manager can take business decisions effectively; this is an advantage or positive
utility that the company will acquire.

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References
Brown, J.S. and Duguid, P., 2017. The social life of information: Updated, with a new preface.
Harvard Business Review Press.
Chan, Y. and Ahuja, S., 2015. Digital Ecodynamics in Small Firms: Using Information
Technology to Compete.
González, J.L. and Jouanjean, M.A., 2017. Digital Trade.
Lee, I. ed., 2017. The Internet of Things in the Modern Business Environment. IGI Global.
Martin, W.J., 2017. The global information society. Routledge.
Orantes-Jimenez, S.D., Zavala-Galindo, A. and Vazquez-Alvarez, G., 2015. Paperless Office: a
new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3), pp.47-55.
Orantes-Jimenez, S.D., Zavala-Galindo, A. and Vazquez-Alvarez, G., 2015. Paperless Office: a
new proposal for organizations. Systemics, Cybernetics and Informatics, 13(3), pp.47-55.
Pearlson, K.E., Saunders, C.S. and Galletta, D.F., 2016. Managing and using information
systems, binder ready version: a strategic approach. John Wiley & Sons.
Peltier, T.R., 2016. Information Security Policies, Procedures, and Standards: guidelines for
effective information security management. Auerbach Publications.
Soule, D.L., Carrier, N., Bonnet, D. and Westerman, G.F., 2014. Organizing for a digital future:
Opportunities and challenges.
Varma, T.N. and Khan, D.A., 2017. Information technology in supply chain management.

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Wallrodt, J., 2016. 1.1. Why Paperless: Technology and Changes in Archaeological Practice,
1996–2016.