Making Paperless Happen
A final thing to consider when transitioning to paperless is who will do the work to make it happen. Babigian says smaller companies will most likely have the bookkeeper perform the function, while large companies may have a single person dedicated to it.
“Learning to scan the documents is very simple, so no cross-training is required, per se,” Babigian points out. “However, if a company is employing a product like CNG-SAFE in the secure filing of its documents, someone should be cross-trained on how to file and secure the electronic documentation.”
Depending on how far you want to go in the paperless direction, there will be some investments that have to be made—in both dollars and time. Consider the near- and long-term benefits of going paperless, their associated savings, and the issues that have plagued your company due to filing inefficiencies. More contractors are going paperless, and wish they would have a long time ago.
PICKING A GOOD SCANNER
The first tool you need if you’re thinking about going paperless is a document scanner. Consultant Dickran Babigian says you should look for the following characteristics:
Duplex (double-sided, one pass-through)
File format outputs: TIFF, JPEG and searchable PDF
Output resolution that can vary from 75 to 600 dpi
Document handler that can hold up to 50 sheets
Larger companies will also appreciate a scanner that:
Has security features
Has email capability