“Paper is the enemy” Most of us can relate to this quote from a local attorney. He would rather email a powerpoint presentation than create a hefty handout.
Then there was this headline in the Los Angeles Times Business Section:
“Software is making the filing cabinet obsolete for some big clients”
The idea of all our paper magically disappearing into our computers is certainly appealing. Magical is the key word. Unless you can dictate that all incoming data is digital, you will spend about the same amount of time scanning your paper as you would to file it. So when does going digital make sense? Here are two instances that come to mind:
- If you can dictate that all incoming data is digital
- When you must keep huge quantities of contracts
At least one large insurance company insists that all claims, body shop estimates, photos, etc be sent to them digitally. If you want to be paid, you need to follow their rules. Paper still creeps in, but it’s mostly created by people printing out data. Of course, even digital data can overwhelm; I had a client at this company, and we spent time creating systems to manage her email overload.
The contract issue is huge with government contractors. The documentation the US government requires could easily fill several rooms if it was left as paper.
But for most of us, I believe learning to keep less is a more efficient solution. What do you think? Add your comment.
I agree with this. Now I’ve just got to get scanning!
I’ve become so accustomed to having everything on the computer that I cringe when I need to go to the old file cabinet. I used to feel uncomfortable the other way around! My how things change!
Funny how the technology that’s supposed to free us ends up with its own set of problems – email is a perfect example. I find the delete key is the most underused key on the computer!
I have a foot in both worlds – and for now – like it this way! 🙂 When I have the opportunity to receive something digitally, I take it, then file it in the appropriate place in my computer. However, if something comes to me as “real paper” then I file it in the file cabinet. I haven’t gotten to the place where I feel scanning a paper document is worth the time.
Of course, this plan would probably change if I had large amounts of papers to deal with on a daily basis. 🙂
Thanks for the great post!
Lisa
Visiting from the UBC
SystemSavvyConsulting.com
I agree completely. I realized a long time ago that not having to deal with paper was never going to be an option… In fact technology has only added to the clutter. I agree that learning to keep less is the only path to efficiency and effectiveness. And figuring out what is really important given how quickly everything becomes obsolete. First deciding what to keep and then scanning it seems to be the path I will be taking! Thanks for busting the myth!