For most businesses, a paperless office is Science Fiction. Generally all final documents are preferred in hard copy. It’s simply convenient and is a good physical record of what is actually being signed off, agreed to or reported. With paper.
Servico maintain and repair Paper Shredders, Guillotines, Electric Staplers, Binders, Laminators and Paper Folders, and a host of other related equipment.
When business owners contemplate transitioning to complete electronic document management, there is a mistaken belief that this is a fast and affordable process. Not necessarily so. If for the last seven years the business records have been kept on paper then the cost of migrating this material to electronic files will be considerable. And some paper processes are just convenient. Agreements, contracts, quotations are all often still delivered on paper.
Visual material for promotion and learning has the added advantage of being a timely encouragement to read the material on the spot. When it’s in your hand and it’s visually enticing you will read it. Brochureware is still very popular.
The workforce is generally accustomed to paper. It’s a comfortable methodology with employees not being required to learn complex software pathways. It provides a tangible backup to soft copy and online. It’s there when your system is down.
Paper documentation is secure. Whilst employees follow best practices, sensitive information can be kept in its required format, on paper in secure storage. Often legal documents are stored in this fashion. There is no chance of hacking or data theft, no need for encryption. (Binders are therefore an office necessity).
Using paper and print-outs, colleagues know they have full control of their information and working practices. They also have the security of knowing that they are in possession of physical copies. Removing and expunging material – simply use the shredder! And Servico services a full range of shredders.
Office personnel continue to use paper print outs for everyday tasks such as note taking, filling out forms and collating information.
Brainstorming sessions happen with paper. Creative workshops happen with paper. There is a good reason for this. Paper enables being able to generate enthusiasm and the flow of new ideas diagrammatically in a way the small screen can never replicate.
It’s not as linear as a word processor and so it’s easy to be creative simply drawing lines and developing associations between ideas as many seminar facilitators will attest.
So with a whiteboard, butcher paper and hand out briefs, the whole room is on the same page – to coin a phrase.
Paper is professional. Electronic Signatures may have gained momentum over the last few years but the overwhelming number of documentation signatures occur with pen meeting paper. It’s simply more professional and a proven way to sign off on key purchases and legal agreements. Most company executives will nominate ‘wet signatures’ as the status quo, the preferred option.
Paper is recyclable. With efficient branded shredders like Rexel, Intimus, Fellowes, Ledah, Ideal and Kobra there is no issue. Recycling is socially responsible, sustainable and makes for smart business. A ton of recycled paper saves 3.3 metres of landfill space. More paper is recovered than glass, aluminium and plastic combined.
Ultimately paper bring certainty. Bank Statements, Insurance Policies and similar documents are generally produced on paper, because both the legal community and many customers prefer paper hard copy.
And ‘snail mail’ has made a very interesting comeback. Direct mail, addressed to a named person with a cover letter is more likely to reach an infrequent contact than email these days. Spam filters, Cloud and the like filter out promotional material or send it to Clutter and Junk. Mistaken identity (email) of the sender means the correspondence often ends up not reaching the intended recipient. A well prepared mail out with brochure, cover letter and addressed envelope will.
So its important that your business maintains its binding machines, paper folders, electronic staplers, shredders and whiteboards. Whiteboards are next to where you put the butchers paper in seminars and conferences. Paper – it’s part of the program. And Servico will service your equipment to ensure that each component is professionally prepared and presented.
We keep you running.