PaperErasers Offers Tips for Avoiding the Top 5 Pitfalls When Choosing to Go Paperless

So the decision has been made to go paperless.  Congratulations!  In short that filing cabinet of papers in the guest room can be eliminated.  Or like as not a small business has paper files, receipts, inventory lists, reports, etc. are filed away, however they're more often than not hard to find when they're needed.  Worse but, is a business in other words now required by law to provide documents through some sort of electronic distribution means.  The problem is that most businesses have what seems to be endless folders stored in a warehouse or that back room no one is using.  

Pitfall 3.  Using too many tools then and there - Scanners, cameras, smartphones, cloud resources, computer and phone software are everywhere.  So much so that many become overwhelmed with the resources and often cannot settle on the best one.  The new paperless user winds up with a fragmented and at times duplicated electronic filing system.  

A good solution should capitalize on today's research using enhanced search and distribution capabilities.  The right solution will offer a way to email documents to colleagues, customers, or vendors or provide limited user access so they can retrieve information whenever they wish. Stay clear of those solutions that force the email receiver to open a webpage back to their site. This is a cumbersome advertising ploy and many IT departments will not allow their employees to access these sites. A direct email transmission is best.

The other hand

On the other hand, online document storage offers a sound solution as long as paying a regular monthly fee is acceptable.  Cloud systems rarely lose data and they are very secure.  Check for those that are used in larger businesses or financial institutions with government suggested security protocols.  The cloud solution should be robust nevertheless easy to use.  

A system that does little more than duplicate the physical file cabinet method of storage and retrieval is becoming outdated.  If scanning through a long list of file names and remembering the specific folder location is necessary, that important insurance document might as so then have been sitting in the back closet.  The best cloud solution will have several methods to retrieve documents including a keyword search, a "document type" search, or even user name and client name search for business solutions.  

PaperErasers is the most comprehensive online document management service that allows businesses and households to reduce paper workload by more than 90%.  Users can quickly and easily capture, manage, archive, retrieve, and distribute mission-critical documents, eliminating the need for filing cabinets, storage facilities, scanner-copiers, fax machines, and paper files. Users can as well take advantage of the Paperless Mail service to capture data and eliminate the workload involved in going paperless. PaperErasers operates out of Dallas, TX. For more information visit PaperErasers.com or call 1-888-614-2510.

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