Document Imaging Seminar at Record Storage Systems

May 17, 2009 at 7:53 pm (Helpfulness)

This week I went to a wonderful seminar called “Spring Clean Your Business” at Record Storage Systems of Charlotte, NC. Following the seminar was a facilities tour of their newly added Document Imaging Center. I have to say, I’m pretty excited to see companies like this offering paperless options to their lineup so that businesses (a LARGE user of paper products nationwide) can go paperless, even with their stored records.

 

Being on location at the Record Storage System’s storage space was especially exciting; It’s amazingly huge and organized. I’ve never seen so much filed PAPER! (I’ve worked at a paper distribution center for Charlotte’s largest paper, the Charlotte Observer so I can’t say it’s the most paper I’ve ever seen but it’s the most, shall we say, processed paper I’ve ever seen).

 

It makes sense that there’d be draw for such a company to start leasing out server storage space instead of physical storage  space. Physical space is expensive and I’m sure they’re looking forward to passing on the savings they’re going to see as more businesses convert to paperless archiving. 

 

Another thing that really pleased me was their presentation. They had something for every stage of the paperless process and offer each stage a la carte for their clients. From desktop scanners that could be installed all the way to RSS doing all of the activities, it’s good that they’re offering services across the entire process so as to make it more economical.

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The right tools for the right job

May 11, 2009 at 6:45 pm (Helpfulness, How-To, Nudge)

The office intranet; Most technologically up to date companies have them,  if you have access to one, USE IT!!

Just this morning I found out I had administrator privileges on the company intranet page. By golly, I’m about to use this tool because in terms of resource saving and as a wonderful Nudge, this is great.

The concept of “choice architecture”, which is really what Nudge is all about, is about giving people only the set choices in a certain context that result in a desired outcome.  What is indeed manipulation, is also a positive way to increase positive results when implemented thoughtfully,  used responsibly, and presented respectfully to your co-workers.

In this case the nudge will be adding the content I need to proliferate to the intranet so that the likelihood my info/memo email will be reduced thus drawing upon less physical resources (paper, printer use, printer toner) because the information people would normally want to print out in my email will not exist in the email, but on-line. My emails from this point forward will reference a link and minimal text. Adding the additional step will hopefully reduce the number of pages printed because it’s so easy to print emails but not as easy to get the email, click the link, wait for IE to open the page, read the info, THEN print the information.

I have the great luxury of having the Director of IT’s support in my desire to go paper-less.  When I sent an email this morning asking if I was able to utilize the company intranet page I specified, I was delighted and surprised to see his response; Here’s the exchange, in case you’re wondering how to get this information and from whom:

Good morning Senor!  

Do you have any problem with me utilizing intranet space to put information I need to proliferate instead of me sending content/graphic heavy emails? Seems like it would resolve a lot if I just send text emails that reference a link, not to mention I am trying to go as paperless as possible. That said, it’ll reduce the number of times my info memo/email is printed if the bulk of the content does not reside in the email.
Thoughts? I wanted to come to you first before I took the idea and ran with it. 🙂

The Paperless (Executive) Assistant

——————————————————————————————-

Good morning!

Currently, you are an Administrator on that particular intranet site.  You are more than welcome to modify the website as you see fit. 

Thanks for the effort of obtaining paperless.  We should all be a lot more conscious.

 Director of IT Services

Great! I have buy-in for my cause as well as the tools to use it. I’m jazzed!

Excitedly yours,

The Paperless Assistant

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My Personal Paper Process

May 7, 2009 at 6:44 pm (How-To)

This is the process I use for anything paper that comes in that is my responsibility, in case anyone’s wondering. 🙂

paperlessprocess

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This is a rant.

May 4, 2009 at 12:31 am (Rant)

This is a rant.

I’m tired of businesses who are completely clueless.

I know, I know, I may have unrealistic expectations of people for expecting businesses to have already implemented “aggressive sustainability” practices in their processes but I’m tired of the same situation happening over, and over, and over:

Account Manager: “OK thank you for your payment. Would you like me to fax your invoice payment confirmation to you?”

Me: “Actually, is there anyway I could get you to email me as well as my future invoices? I’m paperless so I don’t really use the fax.”

Account Manager:“ummm, can I put you on hold for a second?”

Me: “Sure, take your time!”

~1-1.5min hold

Account Manager: “Hi thanks for holding. I can print out the invoices and confirmations, scan it then email them to you. What is your email address?”

Me: “Oh, ok. Well I would just like it to be mailed then please, if you’re going to just print it out.”

Honestly at that point I’d rather them spend the money to employ the USPS and mail the invoices and payment confirmations. Maybe it’ll put added financial weight on the company to mail envelopes that are becoming increasingly more expensive and it’ll become such a burden that they’ll be forced to evolve.

The next step of my process then is to have the receptionist scan the paper as soon as I receive it directly to a shared folder on a shared network drive. That’s way more effort than is necessary if businesses would just have a system that completely removes the elements of printing + scanning + postage + OUR cost of manpower to scan the document to serve their customers with.

You would think though that because of the cost saving advantages many businesses would be gung-ho for the idea but, to me, it seems like they’re in the dark ages. They could get positive PR and more business from people like me who choose which vendors service our office if they would email/e-blast (NOT MAIL) their customers this information.

Yet, they don’t adapt. I’m annoyed because I’m tired of asking though I know it’s the act of asking that is my contribution in addition to the actual act of going paper-less. It brings awareness to customers wanting this service, whatever their motives may be.

I personally can see some, albeit sparse, evidence of this “recession” being good for businesses. It’ll strengthen those who have their stuff together. I, personally, want to deal with companies who have altruistic mentalities engrained in their business models.  I’m anxious for where you have to opt-in to get paper anything from businesses. 🙂

Patiently, anxiously yours,

The Paperless Assistant

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