So many times during our consultations with companies they say they are planning to switch their paper stacks or archived folders into electronic files. As we strive to fulfill the predictions of a paperless society, so many people want to head that way, and it makes sense in many situations, including:

Yet the problem is still lack of time to get papers scanned and categorized. The papers to be digitized and named often remain stacked up and are not easily accessible through either paper filing systems like Paper Tiger or through electronic means on the server. There are many good scanning programs available, but the issue is a matter of personnel devoting time to the creation of the database.

Because of this, our company, Key Organization Systems, has teamed with GForce Digital to help area companies easily transition their papers into electronic files. We can do the conversions on a monthly basis for you, or we can consult with you to get the appropriate database developed. Even though having electronic files handy is valuable, I do not believe we will ever become completely electronic. For one thing, we like paper. It is easier to read and allows us to make quick notes. There are also legal circumstances where we want to keep the original signed documents. Ideally your electronic database would complement your paper filing system.

If you cannot find something that has been filed, either on paper or electronically, within seconds, then you are not using effective time management tools. Review your office situation. In what areas could you improve on filing and retrieval?