A paperless office - could it really happen?

(Taken from the Eastern Daily Press Newspaper on 3rd Oct 2007)

Disappearing under a mound of paperwork will soon be a thing of the past, according to a fast-growing Norfolk IT company.
The days of spending hours hunting for that elusive invoice book or confirmation letter are about to disappear too, as an increasing number of firms embrace the “paperless office”.

Once thought a practical impossibility, some East Anglian firms are already enjoying the benefits of an office unburdened by box files and filing cabinets.
It’s the way forward for today’s businesses, says Breakwater IT, citing benefits such as improved customer service and efficiency to increased security and improved workflows.
Known as electronic data management (EDM), a paperless office simply means that everything from e-mails, to orders, to letters to and from clients are stored on a user’s internal computer system. Incoming post is simply scanned into the system, stored electronically and the original shredded, explained Breakwater IT’s chairman Peter Davies.
“You no longer have to hunt through reams of paper, but can simply access the information on your own computer,” he said.
Other staff members, with the appropriate security clearance, can also refer to the information, whether they are working in the office or remotely.
“With office space becoming increasingly more expensive, companies often have rows of filing cabinets which are costing them money. With electronic data management, you just don’t need the same level of storage,” said Mr Davies.
He added the system was more efficient as staff were not physically searching for various pieces of paper, so workflow was increased, saving more money. A data management system is also particularly useful in the event of disasters – such as fire or floods – as everything can be backed up and, even if computers are ruined, the information is safe.
Invu, one of the system providers for the paperless office, is straightforward and its user friendly software converts the most hesitant staff member to move from a desk full of files and papers to a clutter-free work space.
Everything from e-mails and faxes to letters are stored on the same system, so all information relating to a particular client or subject is secure and can be easily accessed, with a full audit trail cataloguing when updates are made and by whom.

“Scan and shred is the way forward. I think document management systems will soon become standard and, if businesses don’t have the system, their competitors will – and they will be left behind,” said Mr Davies, pointing out that Invu was now even more advanced with the latest version that has been released.