December 18, 2012
On Tuesday, December 18, 2012 by Unknown 3 comments
Recently when I was giving seminar on “Paperless Organisation” to mixed group of senior managers and general managers from Cement Industry and Government Institutions, I have been discussed about vision towards paperless organisation, implementation methodology, tools & techniques and migration strategies. Few of the audience raised concern about possibilities of a paperless organisation, indeed which is true and in point of fact “Paperless Organisation” should be called as “Less Paper Organisation” and one of my slides in presentation is focused on “Without paper in an Organisation” which is summarised as Following:
Always paperless or digitisation, automation applies only to internal communication and not any outside communication, which may include communication with vendors, customers and institutions for statutory requirements. Even though most of the ERP’s made available with customer and vendor management functionalities through their online portals, still communication through paper media cannot be avoidable but it can be minimised.
Educate and support, train the people to "use monitors and avoid using paper who have problems like eye sight and aged, accustomed to read paper". Also organisation should provide better resolution or compatible screens for the people who have eye sight problems. Educate people to avoid taking prints in case of draft reading, printing of landscape pages or large width pages. Education and usage of system is the major risk to implement a document management system or collaboration system, automation system in any organisation.
New policies have adapted in an organisation on addressing the availability of papers at centralised location and non availability of paper in printers which can be accessed only after prior approval. Organisation is fully educated on when to use paper and measure the usage of paper. Also Organisation should be completely aware of policies and domestic laws to use Information act and authenticity of electronic & digital signatures effectively.
Even after considering and implementing all the above options still there will be many areas where paper cannot be avoided for our current environment and statutory requirements at least as on today.
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