Use Adobe Reader to help you read, highlight and annotate PDF documents or share PDF with colleagues. Within word documents, encourage use of "edit" and "comment" options instead of printing and marking pages.In Outlook, you can create, share, and assign tasks to colleagues.Use TRIM for storage and full lifecycle management of UQ documents.Use the online collaboration tools OneDrive to share documents.Through CloudStor, you can store files in the cloud and share files with others in the UQ community.Online programs and platforms allow you to store, access, sync and share files across your personal and UQ devices, including desktop computers, laptops, tablets, and phones. Maintain momentum by celebrating your little paperless victories along the way. Step 6: Review and Digitize your business processesĪsk yourself, are there areas where your team is using paper to get things done when they could just as easily do it electronically? Step 7. However, tools and technologies are useless if you don’t feel confident in using them. Going paperless at work will be much easier if you have the technology and tools in place to support your efforts. Step 5: Arm yourself with the right technology and tools and embed paperless best practices. P&F’s paper documents were scanned as part of the paperless transition process. It’s one thing to move to a paperless work environment for the future, but what about all the old documents you have now? Digitize: convert your existing documents from paper to digital.īefore you begin the process of going paperless, you also need a plan for what to do with all your existing paper. P&F’s goal is an 80% reduction in 2019 paper level by June 2021. You will need to define a goal within a reasonable deadline. Now that you have a plan and have everyone on board, it’s time to get serious. P&F’s paper purchasing information and printer records were accessed and a staff survey was conducted to determine how paper was being used within the division. In order to understand how to target reduction efforts and how to measure and communicate success, you will need to know how much paper is currently being used and on what applications. This is achieved by ensuring everyone can see the benefits to them individually as well as the organisation as a whole. Get buy-in from top leadership and make sure everyone in the office is on board. With colleagues working together on projects it is much more efficient to access and collaborate using digital copies of documents, digital documents are easily accessible to multiple employees across multiple locations. Paper takes up a lot of space – as do filing cabinets. Having a central repository for digital files, rather than rooms of shelving will also ensure you are better prepared should disaster strike. It can also be difficult to monitor the access, printing and copying of sensitive files.Įlectronic security systems employ access controls which specify viewing privileges and audit trails reveal who accessed what documents, when, and exactly what changes were made. Physical documents are hard to track – reams of paper can get lost, misfiled or destroyed without anyone noticing. Less time will be wasted searching for files, and documents can be quickly shared across the organization. When content is stored centrally and correctly indexed, it’s quickly and easily accessible. Reduced operational costsĭigitizing internal paper-based systems reduces printing costs such as paper and ink cartridge purchases and the overhead costs associated with printing devices. Reducing paper use is the most effective way to lessen these impacts. Reduces waste and conserves our natural resourcesĪll the steps involved in creating paper including wood extraction, processing, production, transportation, use, and disposal have significant impacts on the environment.
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