Paper Reduction

Nowadays offices use a large and varied amount of equipment to complete everyday tasks efficiently and effectively. The main ones found in most offices are: computers, printers, photocopiers, faxes, telephones.

4.1 & 4.2. – Describe different types of office equipment and the uses of different types of office equipment

The different types of equipment in the office are computer, fax machine, franking machine, photocopier, printer and scanner.

List five problems that you could encounter when creating documents if you do not make use of automatic functions.

paper documents are stored in filing cabinets: the documents must be organized, the cabinets should be securely locked and easy to access for authorized staff.

Before suggesting the solution to my manager, I decided to do a saving analysis. My goal was to show her how much money we will be saving compared to how much we will spend. Printing one sheet of paper cost $0.20, for this task Amanda usually prints 225 which result of $45 for the total printing papers. As I mentioned she does it every month which result a total of $540. If we subscribe for $23.40 a month we would save about $500. It will benefit the environment as well. Before talking to my manager, I decided to do some research about how saving paper will protect the environment.

printers and copiers to bulk create documents in the least expensive way possible. Hole punches to allow paperwork to be placed in binders or small folders easily.

The desired performance is efficient business practices being fueled by an inefficient information-processing system. The goals are to eliminate unwanted use of multiple versions of documents and speed the time between collaborative document revisions and delivery of the final version, increase the accessibility and sharing of data across the different office sites within the company, and to eliminate processing delays for administrative tasks.

Technology has developed systems that provide an aggregated and historical view of client data. These advanced electronic processes provide avenues that best serve each client, as well as simplifying the work of human service professionals. With advanced technology, individual physical files that in the past were stored in huge shelves in an office can now be stored online in a central database, or on an external hard drive. A central storage file online provides more space for client data as well as a central location where information can be easily accessed by numerous human service branches and departments.

Sharing of documents between staff at various locations is currently accomplished by emailing the documents between offices, editing the document, and returning the edited version to the original sender or to additional locations. This has historically produced multiple document versions and often resulted in incorrect and outdated information being shared and utilized.

The system must be easily understood to others who may need access; creating only the records that are necessary, using a sensible and logical naming system, keeping the files and records up to date by sorting them regularly are ways to keep the system productive, simple and efficient. Faster filing and retrieval,

Manufacturing depends vigorously on spreadsheets and word preparing applications. Every staff station is to be furnished with a 27' iMac and enchantment pac, and every station will be configured together as a subnetwork for the department. These frameworks offer more than sufficient review on their substantial screen, so staff can keep different windows open at a solitary time. Profitability will be significantly expanded, as OS X and the track cushion will permit staff to swipe through different things, without the need to open and close separately. Organizing each of these frameworks together allows staff to in a flash get to a required archive from another Mac, without the need to get to Widget

1. Manual System (Paper Recording). Files are easily accessible and don’t require a computer to be turned on. Manual system cannot be affected by loss of power or hackers cannot access a manual filing system from another computer so it`s more secure.

There is a big challenge for those operating primarily with paper-based office products because many companies move towards a paperless office format to decrease the operational cost and environmental friendly. Office services such as photocopying, printing and binding may be substituted by electronic forms of communications. Switching costs are moderate due to already developed ICT systems by market players. Therefore the threat of substitutes within this industry is moderate. (Pearson-Jones, 2010; Merketline, 2102)

As the economy weakens, Americans begin to find ways to save money. One of the latest trends in saving money is considered “the paperless office”. This new paperless office method is a concept that is now considered “Green”, also known as environmentally friendly. These “Green” approaches are engineered to help save money and save the environment. A paperless office does not completely eliminate paper in a work environment, but rather uses a minimal use of paper taking on a smarter approach by converting all documentation into a technological form. Reducing the use of paper in a work place improves efficiency, saves money, time and space.