in StemSocial11 months ago


So your desk is buried in paper, your bookcases are overflowing with stacks of paperwork, and you've only made room for your keyboard, mouse, and coffee? It's time to go paperless, not only for your personal sanity but also for the sake of your company's efficiency. It's the one step that saves time and space while giving your mobile staff more flexibility.

Consider these four steps when you're ready to go paperless:

Use The Cloud to Store And Search Data

Only those with authority can upload, view, and edit documents. Google Drive is the most straightforward tool for getting started with paperless storage and communication. However, Evernote and Microsoft OneNote are also viable options. Regardless of the option you pick, you'll be able to quickly access files using search functions. You won't have to remember whether they were filed by name, subject, or category – simply type in what you're looking for, and the system will find it for you. The file can then be updated, shared, or emailed as needed.

There will be no more filing cabinets or archive rooms. Instead, you will have clutter-free workplaces, more breathing areas, and maybe lower overheads due to being able to fit into a smaller office space. In addition, remote access to digital files will be possible, which is ideal for mobile workers or employees who work from home. Use your secure login to access files anytime, on any device, from any location.

Provide Training to All Employees

Establish continuing training to ensure that all employees are familiar with the new system and how you prefer things to be done. This is the moment to establish file and folder naming conventions and new collaboration and security protocols. Long-term adoption will necessitate collaboration from employees at all levels of the organization, and everyone will benefit from training.

Scan All Necessary Documents

Moving to digital files frequently necessitates taking a step back to scan relevant data into the system. Many workplace multifunction printers have double-sided feed scanning, allowing you to swiftly scan documents into the system and subsequently discard them. You can also have dedicated scanning hardware, such as the Fujitsu Scansnaps. Any new paper documents may be scanned the same way, and even fax machines can be configured to only accept digital files. Each file will be digitized very small, so hard drive capacity shouldn't be an issue.

Make Backups a Top Priority

The best method to avoid losing files and documents is to have a solid backup strategy, including regular off-site backups. Treat your backups as a necessary insurance policy to ensure that your files are accessible and intact in the event of a disaster. In addition, use your backups to quickly resolve any concerns and ensure your new paperless files are well-managed and secure.


Start going paperless today by putting good policy and excellent processes in place first. If you would like some assistance or advice, reach out to me anytime.


Joe "Rhino" Brochin is launching ITSM RHINO in the coming months, it is the pull-no-punches, casual-but-effective resource for renegade IT Pros who want to manage risk and add value through ITSM processes & IT Policy.

Note: All graphics within this post, including their images and elements, were sourced and generated from Canva.com, except when otherwise identified on the graphic.


As an ecologist, I am particularly concerned about the ecological effects of papers. Papers are made by cutting down trees and we all know the detrimental effects of deforestation on the environment. So, aside from improved efficiency and cost-saving, going paperless is also good for the environment and the planet at large.

Good one.

oh my goodness, I totally let that one slip. Yes, that is a real good reason to go with a paperless office. Being an eco-friendly business is always a plus and something we need more of. Thank you so much for bringing that up so we could get it in the comments for others to see.

You are welcome. As an ecologist, I could not have missed that

I had an issue with my computer a few months ago and I had to result to paper works, which has made record keeping highly difficult and frustrating, there have also been so many unclarified records during the process of doing paper works, right now I have to get back to making my computer work properly.

Hello, thanks for stopping by and sharing your recent experience.
Yes, what you describe is something many experiences when their systems fail.

Worse though is when organizations do not have policies that address a complete failure of systems and how to address hard copy documentation. It is also bad when they do not have the processes in place to handle those hard copy documents and then after system restoration do a data entry of those hard copy documents.

Great Article as always :)

Thank you, much appreciated. Anything particular that stuck out to you?

The top priority part and having backups that are beside other backups.
I see myself in that. I got backups but i don't do them often and sometimes only on one external drive.

The main problem with Cloud Storage for german companies are the privacy laws. We are not allowed to use hosting services as Google Drive etc., cause they are hosted in the U.S.. A lot of german companies do it but could get problems with that. We have cloud hosting services but they are not to popular. Most companies stick to paper cause of the privacy laws.

Wow, thank you for sharing all of that. Very interesting about the Cloud services vs. German laws as well. I would hope that some regional entrepreneurs would be able to see the opportunity in this and fill the need.

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