Digital documents are easier to store, manage, search, and process than physical documents. The document recommends outsourcing document scanning to a professional scanning company to convert physical documents to digital format. Going paperless can save office space and money, boost productivity, improve information sharing and security, and help the environment. Strategies to achieve a paperless office include scanning documents, using Google Docs for collaboration, converting files to PDF, using electronic signatures, and online payroll programs.

1. www.managedoutsource.com (800) 670 2809
A Few Steps to Create a Paperless
Office in 2017
Digital documents are easier to store, manage, search,
and process. Consider the digitization services offered
by a document scanning company.
Managed Outsource Solutions
8596 E. 101st Street, Suite H
Tulsa, OK 74133

2. www.managedoutsource.com (800) 670 2809
A clutter-free workspace is what most offices aim at. In this digital world, piles of
paper documents are difficult to handle and store for any organization. According to
the report at Earth911, the United States consumes more than 80 million tons of
paper annually. Digital documents are simpler, easier to store and send, more
searchable and more versatile than paper. Instead of searching entire piles of
paper, digital files can be easily located using file search.
Every day we hear of some we office or other going the paperless away – a recent
news is that regarding Allen County Courthouse that is introducing e-filing from
February 6, 2017. This is part of a statewide effort to go paperless. Already 29
counties are online. This will allow legal documents to be submitted from distant
computers, saving law firms money and time, while also lightening the workload for
courthouse staff. In Allen County, e-filing is optional for attorneys beginning
February 6 and mandatory on April 7.
Benefits of Moving Digital
By going paperless, businesses can-
 Save space and money
 Boost productivity
 Make documentation and information sharing easier
 Avoid printing expenses
 Keep personal information more secure
 Help maintain environmental-friendliness
 Improve firm’s efficiency
Strategies to Achieve a Paper-free Office
With careful planning, the dream of the paperless office can be a reality.
 Consider document scanning, forget printing - To go paperless, the very
first thing to do is to scan your current paperwork, convert them into digital
documents and file it for future use. As scanning is a time-consuming task,
consider outsourcing the task to an established document scanning company.

3. www.managedoutsource.com (800) 670 2809
By scanning records and storing them in digital format, these can be easily
retrieved, indexed and searched.
 Handle internal documents with Google Docs- To share a document
within the office or department, consider Google Docs, a free service run
through Gmail.With this service, employees can work simultaneously with
colleagues on a document or spreadsheet. The system also includes ‘chat’
option with others viewing the document. As it saves automatically, you can
avoid the concerns of losing your work file.
 Consider PDF conversion - Start simply by generating all documents as
PDFs. With PDF conversion, organizations can store their documents in a
universal format. This allows them to be filed, signed and reviewed on
desktops, laptops, tablets and smartphones.
 Transition to electronic signatures–It is ideal to consider e-signatures.
Electronically-signed contracts are now legally valid as those signed with pen.
A paper-free work environment is possible mainly if you can eliminate the
single regulatory process of printing papers for the employee to sign in it.
 Online payroll programs – As manual payroll is time consuming,
complicated and prone to errors, advanced platforms are available to make
your payroll and accounting online. Online payroll systems help small
business make the process completely paperless.
Skilled technicians in a leading data conversions outsourcing company uses OCR
software that recognizes letters and words in the scan and turns it into real text.
With reliable companies, offices can also benefit from scanning services for
microfilms, photographs, books and more.
It is not easy to transition to a paperless office at the organizational level, mostly
because of inertia at the institutional level. If managers and change agents make
communication easy and clear, this inertia can be overcome and the entire
organization made aware of the importance and benefits of going paperless.