Are you winning the war on paper?

The chances are that if someone were to ask you if you’d like to find a way to respond to your customers more quickly, increase office storage space and increase business productivity whilst helping the environment, you’d say yes, wouldn’t you? It goes without saying that these are the kinds of benefits that could give your business the competitive edge and if you have the chance to improve your green credentials in the process, then so much the better. All this and more can be achieved by taking steps towards using less paper and moving towards electronic data and document management.

Managing paper is expensive: from the cost of the buying the paper and supplies such as ink and toner, along with distribution, postal costs, filing systems and staff time all add up to an awful lot of money. In addition, a reliance on paper is increasingly seen as a hindrance with ‘business-at-the-speed-of-paper’ as no longer acceptable. Yet despite this, according to recent figures over 20% of organisations are still increasing the amount of paper they use.

So what can be done to address our reliance on paper? Electronic communications have been around for decades and ever since they were first invented, there has been much speculation on when paperless offices would become the norm. Although a paperless office is now possible, it’s unlikely to become commonplace at any time in the near future. Despite the fact that the technology exists, a major shift in attitudes needs to happen and this will take time.

However, although paper is still everywhere this doesn’t have to mean that there aren’t small but helpful steps you can take towards a paperless office. Gradually moving away from the traditional paper-based methods of filing such as filing cabinets, folders, shelving and microfiche can bring significant benefits in terms of cost, time and space.

In research carried out in 2014 by AIIM, the independent global community of information professionals, over half of those who responded admitted that they printed out copies of documents to take to meetings or to add a signature. 50% also printed out copies to read offline or whilst out of the office, and 45% to proof-read and review draft documents.   In addition, 47% of respondents also cited a lack of management initiatives and a perceived requirement for physical signatures; particularly in the case of legal documents as the main reasons for their continued reliance on paper. Although alternatives are available such as web signatures, digitally encrypted signatures and stylus input, many people still seem to find comfort in an old-fashioned signature in ink. It’s not surprising then that those who are most resistant to paper reduction are those who work in finance and legal departments, followed closely by human resources and general office administration.

With this in mind, it is perhaps more realistic to aim for introducing a few paper-free processes, rather than going all-out for a paperless office. One of the best ways to start is to try to stop paper from entering the office at all and this can by converting all new documents into a digital form. When all inbound mail is scanned at the point of entry it can bring significant benefits by reducing or even eradicating the distribution of internal mail.

Contrary to popular belief, a digital mailroom doesn’t rely on big scanners located in a central mail room. It’s very easy to outsource mail scanning, or if necessary the digital capture of mail can be distributed across branch offices. Many businesses are put off mail capture because of the considerable cost of investment in scanners and capture servers, but it’s interesting to note that companies who use these systems report a return in investment of 38% in 12 months or less, and 60% within 18 months.

If investing in a mail capture systems seems a little too drastic or is beyond your budget, there are plenty of small-scale improvements which can be made. For example, why not spend just one morning a week scanning and shredding paperwork which has built up over the previous week? Or you could improve your collaboration with colleagues by using Google Drive to prevent documents moving backwards and forwards from desk to desk. Software that will enable you to use e-signatures can also prove useful in helping to reduce the number of documents such as contracts that you need to print off for a signature, whilst choosing the ‘print to PDF option’ before printing is a great way to make you think twice!

 

 

 

 

Shredding – is it the best way to destroy data?

There’s no doubt that scanning and document management technology has switched our reliance on paper documents to electronic forms of documentation. However, whilst paper documents are highly susceptible to loss or damage, they can also be used as absolute proof if required. Many businesses find having a collection of paper archive documents to be very comforting and it’s this reassurance that prevents them from making the most of the electronic document management solutions which are available.

Although the paperless office is still some way away, the move towards paperless systems is unstoppable. Even in this age of electronic filing and cloud storage, destroying paper evidence feels very dangerous to many companies and there is a real reluctance to make a complete move towards a digital system.

The majority of original paper documents are destroyed because they are no longer required, with the aim of freeing up document storage space. However, some forms of documentation are the exception to the rule and title deeds, leases and HMRC tax forms, for example, should be kept. Many companies labour under the misconception that these important documents have to be stored in their original paper format but this is definitely not the case. Provided that digital documents are captured and then managed in the correct way, they are equally as valid as their paper originals.

Using an electronic document management system makes sense on a number of levels. Efficient document management means a great deal more than scanning documents and then storing them in a digital format. It offers the capability to capture relevant information from data and to use this data to drive a fully automated electronic process. Of course electronic document management is a great storage solution but it also comes into its own when used as a way to track payments or to streamline and automate the approval of a wide range of legal documents, for example.

One of the most significant benefits of switching to an electronic document management system is that it will create an audit trail that will prove vital in the event of any potential legal challenge. Once operational documents have been captured and then stored in an electronic document management system, they will always be available for retrieval. Provided the provenance of a document is transparent and that its integrity cannot be questioned, then the question of Legal Admissibility will not come into play.

With the issue of Legal Admissibility in mind, it’s important that you make sure the electronic document management system you use will ensure you are on the right side of the law. Before shredding your paperwork archive, you should check whether the scanned documents are exact replicas of the original, if they can be used as reliable evidence and what the legal regulations are around electronic document management in your particular sector. Your electronic document management supplier will be able to answer these questions.

Whilst making the most of the latest developments in document scanning and electronic management, you should also make sure that your business’s internal processes are up to scratch. To ensure the legal admissibility of electronic information, the British Standard BS 1008:20081 should be met. Complying with this code will offer you the reassurance that you are doing as much as possible to meet official document storage requirements. Whether you decide to use a cloud based storage solution or a web portal, using an electronic document management solution is now no longer a luxury, it has become essential for businesses of all shapes and sizes.

 

 

Document storage guidelines for UK businesses

Safe and secure document and record storage isn’t just about keeping on top of filing your paperwork. All businesses must preserve certain accounts and paperwork, ready to present these documents on request to HM Revenue & Customs. Despite the fact that nowadays documents are usually completed, exchanged and shared digitally, having an efficient document storage system and knowing how long you need to store your documents, is vital.
So what is the best practice for archiving your accounts records and associated documents? You need to have a robust system in place, a system which complies with current international trade regulations and that will allow HM Revenue & Customs to carry out checks and audits efficiently. Your records should be legible, up-to-date, accurate and readily accessible, regardless of how they are stored.
HM Revenue & Customs provide their own document management support system which is available for subscribers to use in return for annual charge, with one-off charges to produce annual reports. However, you may prefer to use one of the many document management services which are now widely available to businesses throughout the UK.
Document management service providers usually offer a wide range of storage and management facilities; these typically include document scanning, document retrieval, document shredding and confidential waste services. All document management services should be backed-up with a state-of-the-art security system. The cost of using a document management service will vary according to the provider you use so it can be worth shopping around to find the correct level of service to suit your requirements.
Data protection is incredibly important and the security of your documents should be paramount. If you choose to store your documents on your business premises, you must ensure that they are safe and secure at all times. Making sure your offices are locked when not in use is a sensible precaution to take and it can be worth considering the addition of secure storage rooms and lockable filing cabinets.
Digital documents also need to be stored securely and there are a number of steps you’ll need to take to ensure data protection. For example, a password-entry system to access files on a read-only basis can be a good idea to protect sensitive documents. If your company has its own website, you also need to take steps to protect it from hackers. An effective firewall, user authentication and message encryption can all be used to ensure your website is secure: failure to protect your website can allow hackers to obtain confidential information directly from your network.
Document security should never be underestimated and it is vital that you put systems in place to ensure best practice at all times. If you would like further advice and guidance on the best ways to store your company documentation, please contact a specialist document management company for more information. A wide range of document management services are now available from document scanning and digitisation, through to document storage and secure shredding.

Safe and secure storage for wills and probate documents

A will is probably the most important document that any of us will ever have to write and with this in mind, the storage of wills and probate documents must be safe and secure.  Rather than storing their will at home where it can be easily lost or damaged, most people are advised to store their will with their solicitor and if you work in a legal practice, you need to be aware of the best practice for will and probate document storage.

Having a clear policy on document storage is vital, especially in the case of wills and probate documents.  People are living longer and this is leading to an increase in the number of disputed wills, so everyone in your organisation needs to have a clear understanding of your policy for the storage or destruction of original documents and files.

A challenge to a will can occur many decades after the estate was settled so it’s a sensible idea to keep records with every will to outline the advice which was given when the will was made.  It’s much harder to defend your firm’s position if you don’t have adequate records, so having a clear document management policy can save a great deal of stress further down the line.

If you store an original will for a client that will is still their property and once the client has died, the will then becomes the property of their estate.  The file which contains the will is also the property of the client although there may be some documents which can be removed if they belong to your firm.

Original wills and associated documents should be stored until after your client has died or until the original will is returned to them.  It is up to your firm to decide whether your policy is to keep wills indefinitely or to put in a place a policy to keep original wills for a certain period of time, for example fifty years from the date the will was created.  Whilst there is no hard and fast rule concerning the length of time you should store original wills, it is wise to exercise caution.

Should a will be revoked you must keep a copy of the will in your records.  In cases where a will is challenged, it is possible that undue influence is alleged to have been made and in cases such as this, it is helpful to be able to provide copies of earlier, revoked will as supporting evidence.

Finding the space to store legal documents can prove difficult and many legal firms are turning to the services of document management companies.  Off-site document storage facilities are safe and secure, whilst many document management companies offer online document retrieval systems which can be used to retrieve, copy or destroy paper documents at the touch of a button.  Security shouldn’t be an issue as rigorous data protection systems are offered by reputable document management companies and it is worth shopping around to find a document storage facility designed to store legal paperwork.