The Paperless Office: Advantages, Systems, and Implementation

This report provides a detailed overview of the paperless office concept, emphasizing its benefits and implementation strategies for organizations. It begins by introducing the concept of a paperless office and its potential to increase productivity and reduce costs. The report then delves into the syste...Read More

Running head: GO PAPERLESS.
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Name of the Student
Name of the University
Authors note

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Table of Contents
Introduction................................................................................................................................2
Discussion..................................................................................................................................2
1. Introducing Systems...........................................................................................................2
2. Document management System.........................................................................................3
3. Possibility of complete paperless office.............................................................................4
4. Workflow management system and changes.....................................................................4
Conclusion..................................................................................................................................5
References..................................................................................................................................6

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Introduction
Paper is undoubtedly thriving its existence. According to recent researches, more than
85% of documental work is still done on paper. Paperless office is a concept that is
introduced to eliminate the usage of paper [12]. However, it is still a question whether a
complete paperless office will be ever achieved or not. The aim of this report is to provide a
brief overview of how a paperless office can be beneficial for an organization. It emphasizes
on achieving 100% digitalize office and to complete eliminate the use of paper. The concept
can be established by the conversion of documented files into digital format. Despite being an
environmental friendly technology, paperless offices will also increase productivity of an
office. It is impossible to go paperless as it is also important to protect contracts and other
important legal documents [7]. However, there are some of the documents like receipts, bills
that could be digitally stored for later use. Extensive use of paper can impact the efficiency of
an enterprise and can also affect the bottom-line revenue. According to recent studies, it is
released that reduced use of paper in the workplace business increases revenue by 36%,
minimizes cost by 30% and also eliminates business risk by 23% [3]. Replacing hard copies
with digital files can be used as an alternate of hard copies that will also keep the workplace
neat and tidy, and will help the employees to focus on their tasks with clarity.
Discussion
1. Introducing Systems
Liverpool direct was founded in 2000, the company has an 80% partnership between
BT and Liverpool City Council. Earlier, the company suffered a huge loss of revenue and
was considered to be one of the worst councils in the UK. This was because the company
lacked recent technology [5]. The extensive use of papers was blocking the revenue of the
company. 20,000 pieces of mail arrived each week to the company office which has to be
stamped first and then different teams require to filter them based upon the type of
information. Further, it was send to other team to perform manual assessment. This resulted
in great loss of time. Often congestion delays the paperwork and files and documents are also
displaced form the desk [10]. Paper not only caused significant obstacles but also occupies
£750,000-worth of office space per year. But soon the company adopted an electronic
document facility. Now when a document is accepted it can be scanned and then converted

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into a digital file. Data can also be fixed to the documents, which is archived into different
folders by the employees [2]. To trigger the necessary action, software based flags are
assigned for the document.
Thus, it is necessary to strip away the traditional ways of working. Eradicating the use
of paper can be beneficial in many ways. Suppose, if an office is shifting some other place
then imagine carrying the whole file cabinet [11]. Going paperless will also help in
processing faster while checking the documents and then approving. It will help to complete
the process within an hour rather taking the whole day. The Hyde group uses digital
recruiting process in order to minimize paper work. Earlier, the candidates used to receive
application forms via post and then they used to fill those form and then send them back to
the manager who is recruiting [9]. The application form was then received by the manager
and then he would forward the eligible ones names to the human resource team. The human
resource will again send the conformation letter to the students via post. This was a very
lengthy process and often required huge amount of sheets of paper. But now the recruiting
manager of Hyde claims that that the details are available on the website. The candidate only
needs to log into the application form and fill the form online which will be forwarded to the
interviewing panel [4]. Then the result is send electronically to the candidates via electronic
mail. The Hyde group of organization also made it possible to introduce digital signature.
Though, it made difficult for them to prove that the electronic signature is as authenticated as
the paper one.
2. Document management System
Document management system is used to manage digital documents. It is helpful in
keeping a record of several versions and to accumulate various documents. Document
management system is the best way to reduce paper. This software allows a user to organize,
share manage and communicate critical information of an organization [3]. This software
works by storing the information in cloud. It can be used when there are large files to handle
and huge amount of paperwork. It secures task with business files. This software gives users
an ability to work electronically so that paper documents can be easily converted into
electronic documents.
Importance of Document management System in small and large businesses:

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The advantages of document management system can be experienced by business
with all size, whether small or large, the enterprise can greatly benefit from the automated
system with digitalization and these are as follows:
 It improves communication and collaboration: this system aims to provide a faster and
easier partnership among the employees [6]. It helps to provide easy and proper
access to documents and to share them online within an enterprise without any hustle.
 Saves time and cost: Document management system saves great amount of employees
as well as managers. The organized documents over the intranet helps to locate the
documents quicker and easier [12]. Within a single click of mouse the document can
be located and the right information can be shared to the organization.
 Provides accessibility: The employees can have access to the documents where ever
they are. This system provides the ability to access the documents online from
anywhere possible. This can reduce the stress and can save a great deal of time [1]. It
can even run on the personal mobile devices if a person is travelling somewhere.
 Maximizes Productivity: The time that is required to perform paper fork and to search
the file in the whole cabinet is saved because of the document management system.
This will make the employees more productive and efficient. The time required for
uploading editing and sharing the documents is comparatively very low [8]. This will
make the employees work more with full efficiency which will eventually increase the
productivity of the organization.
3. Possibility of complete paperless office
It is probably hard for any business to go paperless as it is also important to preserve
certain information in documental form [2]. According to Tim Bowler, who is the director of
National Association of Paper Merchants, the use of paper has been reduced by 1% on
average yearly since 2000. Studies has confirmed that 84% of the enterprises have already
gone paperless. Some of the organization still uses papers and even electronic printers are
also requiring paper. The question still arises that whether 100% paperless office is possible?
Edicaticating all the traces of paper from the office is not naturally possible. A paperless
office can never be achieved overnight [7]. It is important to make certain decisions and
considerations in order to clear the office completely.

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4. Workflow management system and changes
Workflow management system is a software which is designed to hold data and set a
sequential path of the tasks for the data to process completely. It involves managing and
creating paths for the data which is requires to flourish the process [4]. Workflow
management system helps in performing repetitive task and automatically tends to complete
the incomplete process.
The main benefits of this workflow management systems are as follows:
 Increases profit gain of the company.
 Increases efficiency of the process.
 Increases customer satisfaction [9].
 Minimizes any type of failures.
 Helps in valuable decision making and strategic gaining of the company.
 Multiplies company reputation.
Conclusion
Therefore, this report concludes by providing the importance of document
management system and workflow management system in an organization. Though, a
complete paperless office is hard to achieve but using such technology can help in easing
human labor. The use of document management system and workflow in the workplace has
prepared it for the e-commerce in the economy. It is concluded that a paperless office has
much more efficiency then manual output. The use of such system and technologies has made
a positive impact in the organization.

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