A bit about compliance.

Regulatory compliance is not optional for your business but it might not be the burden that you think it is. 

"Take advice, know your obligations and make provision. Why take a risk."

Managing your business documents digitally will not automatically make you compliant with the increasing burden of regulatory rules and document retention requirements but it will make it easier.

The cost of compliance both in terms of effort and the risk of failure should you be fined can be greatly reduced by the better management of your documents and making them digital is without doubt the best way forward.

Whatever your business obligations are digitising your important business documents will allow you to:

1. -          Increase your information security
2. -          Reduce costs associated with document storage and document retrieval.
3. -          Enable you to quickly and easily present documents on demand.
4. -          Develop and execute document retention policies.
5. -          Easily audit your records.

“Technology cannot make you compliant but the right technology will help you”

Make sure you have the right scanning and document management technology to take care of your business documents but the lesson here is that no amount of technology will make you compliant – the only way you can be compliant is to have the correct policies, procedures and most importantly the people who understand them.

Can my mobile phone help me better manage my paper?

Is there really an app for that? Well that depends on what you need to do. You might think that just because there are many scanning apps available for your smartphone and tablet that (scanning) taking a picture using your device camera is the answer to the more efficient management of paper. I say taking a picture because it really is a different technology to the traditional document scanner (I should write about that another time…. It’s on the list!).

Check out this great review and comparison by PC Mag.

The Best Mobile Scanning Apps of 2016 - PC Mag

So is this really the answer?

As I said the answer really depends on what you want to achieve. The cloud makes apps like Evernote Scannable and CamScanner very useful tools. For a start they have cool technology that takes the best picture (scan) of the document possible given the condition of the document and the environment, there are no “user” chances been taken here!   And secondly you’re already on the doorstep of the cloud where magic really does happen. Some of these app’s now come with OCR (check out my acronym page) which makes them searchable, they really have come a long way.

That’s all great I hear you say but what are the drawbacks?

As long as your need is for casual scanning when you’re on the go then there really are no drawbacks but as good as they are smartphone app’s are not a solution to managing your business documents. Likely you'll just have far too many pieces of paper and you really don’t have the time to take a picture of every single one.

If you have a strategy for better managing paper then you need the right tools for the job. Taking individual pictures of pieces of paper is so time consuming that the novelty will have worn off after a day or two. What you really need is a sheet fed scanner that can just scan multiple documents freeing you up for your real job.

But what about when I’m out and about?

Well why not, but don’t forget there are plenty of small wireless scanners available now that will scan directly to your mobile device. Mobile scanning apps are you are also limited by the camera in your mobile phone and of course your device battery life.

That said some of the mobile scanning apps are great for business card or receipt capture and if that’s all you need then why not!

The last word.

Your mobile phone can do a bit of everything now. I would suggest that a mobile scanning app is a great back up for your real scanning solution just in the same way as you wouldn’t rely on your mobile phone camera as the only way to take your vacation photo’s or instead of using the sat nav in your car.

Scanning apps are great for adhoc capture but they really earn their worth when they are integrated into other functions like recording the label on a great bottle of wine or for reading QR codes.

Maybe Scanning just got easier!

Maybe Scanning just got easier!

Imagine that all you had to do was put your paper documents in a scanner, press a button and everything would be automatically scanned, cleaned, cropped and rotated. That would be amazing right? Well, thats been a reality for some time now.

But imagine if all of that happened and your documents were automatically sorted in the cloud and despatched to the relevant cloud service. Crazy stuff, I know but just take a look at this video.

Fujitsu ScanSnap Cloud has the answer!

There is no excuse now for you not to manage your documents. All you have to do is get them as far as the scanner and let the magic happen!

The paper burden in Small Business.

Sound familiar?

There’s paper everywhere but I can never find the information I need. Come on what have I done with it! Argh...I must have thrown it away, or maybe I left it at home. I’ll have to go through this pile again! It must be in the filing cabinet, maybe it’s in my car. Really guys how much time do you have for this!

Scanning Paper

It really isn’t rocket science but please do take some care, you need to have a strategy! If you just scan paper you’ll be moving the problem from being a visible burden into an invisible and potentially disastrous situation.

So what should I do!

Set aside an hour or two, grab a cup of coffee and think! Think about the paper that you have now. Where does it come from, what do you do with it, how long do you really need to keep, but most importantly does it actually have any value?

Right what now?

Don’t try and fix the problem all in one go, you lived with this for long enough so give yourself time to get your strategy right! Start with the really important stuff.  Think small steps. 

I’m ready what do I do now?

Slow down, you’re not ready yet. You have to spend some money, it’s not for free. The good news however is that it doesn’t have to cost the earth. There are many different products and solutions but to make it easy here are two choices.

Simple

Yes, this will be for most of you, as you don’t have time for complex and you are the IT department. Buy a ScanSnap, it’s a full solution. Don’t take my word for it (SPOILER ALERT – I do have an interest here) go to AMAZON in any country and read the reviews.

Slightly more Complex

Ok, first of all set aside time for some real research. Assuming you already have a computer you need to buy just two things, a scanner (don’t buy a flatbed scanner – life is far too short for that) and some Document Management Software. Relax, it doesn’t have to be too hard you’re not an intrepid explorer going where no man has gone before but you do have to invest some time here. If you’re in a paper intensive line of work, accountancy, legal, medicine there are plenty of packages available that are customised for your environment, we’ve just narrowed the search considerably already. If not then google is your friend!

Little Steps again.

Whichever way you decide to go, don’t forget small steps. Focus on developing your strategy for different types of documents. Why don’t you start with your expenses and receipts then move on to customer correspondence, Rome wasn’t built in a day!

Take the first little step today.

Is there an environmental benefit to scanning our documents?

We’ve used paper for thousands of years, we’re not going to give up now; right? Some of the most important moments of our life are recorded on paper. Our birth, marriage and death certificate are all paper form. Important transactions such as signing the deeds to your new property or voting in a general election are all legacy paper based processes. We still send 58M letters in the UK every day, most of us still receive paper based invoices and pay slips and how many of us really sign up for electronic statements from our banks.

Most businesses big and small still use paper for some of their most crucial business processes, many still file and store (or sub contract the storage) documents in large quantities often much longer than is absolutely necessary. Aside from the operational efficiencies derived from “scan to process” and the obvious cost savings to be gained from reducing the “Paper Mountains” is there really a positive environmental impact to be gained from scanning paper?

Well clearly had we not of created the documents in the first place there would be no need to scan them, but as mentioned it’s almost impossible to change the delinquent habits learned over thousands of years.

The environmental benefits are there, it’s all about “breaking the cycle” or “truncating the paper process”, in simple terms it’s more of a philosophical argument. The earlier in the process we can capture paper the less likely it is to be copied aimlessly for distribution. The best way to get over the dependency on paper is to eliminate it as quickly as possible, we need to change the way we work. Creating a new business philosophy is no easy task. Making it unacceptable to use a printer is not realistic for most businesses, but by providing employees with small desktop scanners and encouraging them to scan rather than print is laying the foundations for reducing your environmental footprint. By reducing the amount we print we are positively affecting the environment as follows:

a)   We use less (expensive) ink and toner, aside from the noxious chemicals in these products the actual cartridge is nearly always made from plastic. A significant amount of oil is used to produce these cartridges and even though a lot can now be recycled still every year hundreds of millions of cartridges go to landfill.

b)   We can hugely reduce the amount of paper we use. How often do we print documents only to throw them away the same day?

c)    Printers use a lot of energy.

Paper consumption

Research has suggested that the average worker prints six wasted pages per day, equating to 1,410 wasted pages per year which for a 10,000 employee organisation would equate to over 1,500 trees. (Xerox - Creating Sustainable Value)

The amount of wood and paper we throw away each year is enough to heat 50 million homes for 20 years. (www.thegoodhuman.com)

Though paper recovery rates in the US have increased in recent years, paper still represents one of the biggest components of solid waste in landfills – 26 million tons (or 16% of landfill solid waste) in 2009. When paper decomposes in a landfill, it releases methane, a greenhouse gas 23 times more potent than carbon dioxide. (http://www.forestethics.org/paper-the-facts)

There are over 4 trillion paper documents in the U.S. alone and they are growing at a rate of 22% per year. (PricewaterhouseCoopers)

We throw away 45% of our print outs within 24 hours. (Taevs, Debra. “Recycling’s Pushed ‘Reduce, Reuse’ Out of Equation.” Portland Metro Sustainable Industries Journal.)

Consumption of Tree’s

One tree yields 8,333 sheets of paper or 500 sheets (one ream) = 6% of a tree! (www.conservatree.com)

40% of the world's industrial logging goes into making paper, and this is expected to reach 50% in the near future. (http://www.forestethics.org/paper-the-facts)

Nearly 4 billion trees worldwide are cut down each year for paper, representing about 35 percent of all harvested trees. (http://www.ecology.com/2011/09/10/paper-chase/)

Energy consumption

Paper production is the third most energy-intensive of all manufacturing industries, using over 12% of all energy in the industrial sector. The paper and pulp industry is also the fourth largest emitter of greenhouse gases in the manufacturing sector. (http://www.forestethics.org/paper-the-facts)

Production of 1 ton of copy paper uses 11,134 kWh (same amount of energy used by an avg household in 10 months) (http://calculator.environmentalpaper.org/home)

Water consumption

Making one single sheet of copy paper can use over 13oz. of water– more than a typical soda can. (Clean Technologies in U.S. Industries: Focus on the Pulp and Paper Industry." United States-Asia Environmental Partnership, September 1997)

The water footprint of printing and writing paper is estimated to be between 300 and 2600 m3/ton (2-13 litres for an A4 sheet). (The green and blue water footprint of paper products: Methodological considerations and quantification by P.R. van Oel and A.Y. Hoekstra July 2010)

So, yes there is an environmental impact to scanning and removing paper as early as possible in the process. Scanning and managing our documents electronically is not just about saving money or improving our productivity it is also an essential component to a very viable green strategy!

The truth about paper

As inventions go it has to be said that paper was one of the better ones. Whoever you decide to credit, whether the ancient Egyptians (Papyrus) or the Chinese chap T’sai Lun, who fabricated a sheaf more representative of what we have today, they could never have known how enduring it’s become never mind how prolific.

According to Wikipedia paper consumption has increased by 400% in the last 40 years and at the same time the world has gone into technological overdrive. So despite all of these technological advancements, including the dawn of new media and the digital age it seems that we’re still totally addicted to paper.

So what is it that we love so much about paper? Is it the way it feels? Is it the way it reads? Or maybe it’s just the best way to present information. Maybe we prefer something tangible or perhaps despite our technological advancements we haven’t been able to come up with anything better.

Sure we have electric paper and yes the Kindle, the iPad and other eReaders have resulted in less books being sold, although the book is doing much better than the CD in the digital age! The US book market only declined by only 2.5% in 2011 even though eBook sales grew by 31%. Bizarrely in the UK paper books incur no VAT whereas eBooks attract the highest rate of tax at 20%, this is hard to imagine given that paper is so environmentally damaging to manufacture and also incurs considerable logistics to transport.

There’s no doubt that we send a heck of a lot of e-mails but certainly any talk prophesising the demise of our mail services is greatly exaggerated. Whilst letter volumes have decreased by 6% since 2011 the Royal Mail still deliver more than 58M letters every day! Some believe that snail mail will outlive email particularly given that many of the next generation use social media to communicate; perhaps many of them will never even have the need for an email address. Just like texting is replacing the phone call, (imagines a world where we don’t talk to each other anymore) it appears that tweeting and instant messaging is replacing e-mail.

And that’s the conundrum for businesses; paper will remain an essential medium of communication containing hugely important content. Paper is expensive to retain, maintain, action or refer back to. Those businesses that implement capture solutions extracting valuable information and expediting important business processes can now react quicker than their competitors but they can also secure valuable prizes with reduced or redeployed headcount and efficiencies that can include; for example, early payment discounts. Once confidence is gained many business also remove the costs of paper storage by secure disposal, hey most new offices don’t have room for rows of filing cabinets.

Back to the longevity of paper, amazingly the University of Cambridge has even developed a laser which can remove toner that has already been fused on the page, a sort of “do it yourself” attempt at recycling which although missing the point by the proverbial “country mile” is still an ingenious achievement, but once again begs the question why can’t we just print less?

My belief is that toner and ink are the real “black gold” and that the influence of their purveyors,  inspired by the invention of Gutenborg  and growing fat on huge profits will lobby hard for the virtues of print and paper consumption will ultimately prevail. I’d hazard a guess that printer ink is more expensive than oil!! Did you ever wonder why when printing your boarding card that it is followed like some kind of unstoppable paper flood with page after page of useless information or that when you print web content that the “print preview function” is totally disregarded and the result is a smorgasbord of content over far too many pages.

The futurists may yearn for new media to finally deliver the “holy grail” that is the “paperless office” but given that technology appears not to be reducing paper consumption greatly perhaps the “less paper office” is now the real prize.  
Environmentalists quite rightly bang the drum of de-forestation and pull on our heart strings with pictures of cuddly animals going extinct, articles that get picked up and covered in everything from the red tops to the broadsheets like some kind of ironic parody.  The truth is that the production of paper requires not only shaving the face of the earth of indispensable trees but also requires vast quantities of fresh drinking water in locations where the need is obviously greater for the indigenous people.

And of course paper production is an intensive process driven by the polluting filth of heavy machinery spoiling some of the most beautiful and previously untouched parts of the world, displacing previously undiscovered peoples like some modern day industrial revolution.

The realists see a world where paper will always have a place, changing habits that have been learned over thousands of years is no small task. New generations will learn about the increased productivity from truncating the paper process (by scanning and capturing an electronic image) and as our dwellings reduce in size people will begrudge the storage room required to house our life on paper.  Let’s be pragmatic and realise that the “paperless office” is a mirage, we cannot totally replace the best form of media ever invented but we can control how prolific it could become.

And the shareholders of large printer companies surely have nothing to fear in the short term, it’s just a shame that the relatives of Mr. Lun or for that matter those of Gutenborg were not afforded a small royalty based on the discoveries of their ancestors as they surely would be competing to be some of the wealthiest people that ever lived.