Paperless Office Solutions

eXadox Articles

The folder and file name combination is the most fundamental method for searching, identifying, and retrieving electronic documents. It is analogous to using a person's name and address to help locate and identify an individual.[More]

This article is about how an accounting services firm has been undertaking productivity initiatives with a special focus on establishing methods for migrating toward paperless office practices in context to an accountant's work environment. It illustrates the deployment of a Cloud-hosted paperless office solution using eXadox document management system as a foundation. It discusses the benefits of using eXadox to name and store their files and the tools for creating Profiles for their folder and file naming conventions (policies) based on their various business activities. [More]

A filing policy planning software wizard could help streamline the process immensely. The wizard’s policy planning templates could be used as foundations for building custom policy profiles to help fulfill specific department or workgroup needs. Multiple versions of policy profiles can be built that could be further merged and refined to facilitate consensus and strategic approval. The resulting report file that the wizard generates could be disseminated and become the official filing policy reference document that may be shared by all stakeholders. [More]

The following steps should be taken to strategically plan for a functional electronic filing system that exploits structured file naming and storage conventions [More]

This article discusses how to finally do away with the arduous filing demands of your paper tiger by migrating towards a paperless office environment in which your paper files would get converted into digital files that can more efficiently and affordably be managed using a filing system on your office network. [More]

Recognizing that productivity improvements will materialize through better file management is already an excellent start. The next questions might be what to do and how to go about to best ensure the success of this undertaking. The following 7 tips can help make it happen. [More]

The decision to migrate from a paper-based operation to a paperless office can be scary for many. It means having to phase out that clunky but familiar paper filing system and replacing it with a sleek and new electronic file management system. What are we in for? Where do we start? How should we organize our computer filing system? How will we search and retrieve our files? [More]

Information assets essentially include all electronic files and paper documents within the organization. These are valuable assets/resources because they are intrinsically tied to daily operations. It is therefore extremely important to ensure that they are easily retrievable at all times by all stakeholders that must rely on them. An affordable and effective option is to simply employ structured folder/file naming conventions for each business activity in the enterprise as a means of managing the applicable electronic information assets. [More]

No matter the value of a treasure, if it is buried and you can not find it, it is of no value at all. The same holds true for electronic files. Well organized computer files are more readily retrievable and are very valuable information assets but if the files are in disarray they can actually induce undue operational costs. The solution is quite simple! [More]

A free-for-all mentality is quite prevalent when it comes to the naming of electronic files and folders. The problem stems from the fact that there are no official standards or file naming and storage policies within most organizations. Most employees will do what they think is best, but without the proper policies in place the results could be unpredictable and extremely costly. [More]

Electronic document exchange through email attachments is providing business a forward thrust towards the adoption of paperless office practices. A significant downside is that this benefit comes with the burden of having to manage numerous emails and more importantly, to properly file the attached documents. Most organizations have instituted best-practices for managing paper documents; however, a free-for-all approach still prevails for emailed documents. [More]

The much anticipated “paperless” office is still a “paperfull” office. There are two sources of paper in the office: the internal and the external source. We should be able to deal with the former but why the onslaught of inbound paper from external sources and what can we do? [More]

Many organizations purchase document scanning devices as a first step initiative to convert their paperbased filing system into an electronic one. Their second step may involve the acquisition of a document management system but because of effort and cost implications there is a common tendency to try managing with the free organizer software that comes bundled with the scanner. An affordable and more effective alternative is to use structured file naming. [More]

Migrating towards paperless-office practices invokes the need to cope with larger amounts and varieties of electronic documents. Acquiring a document management system could help but there are significant costs and complexities that may be too difficult to justify. A more expedient approach is to adopt a structured file naming policy to help manage your documents affordably and effectively. [More]

All productivity-oriented organizations should be making a special effort to reduce their reliance on paper forms to conduct business activities. The most popular and effective direction is to institute fillable interactive PDF e-forms as part of their business practices. The choice and message is quite simple: “Paper-forms augment costs. E-forms augment value”. [More]

The major challenge in creating a practical document management policy plan in a paperless office is the actual planning of the folder structures and the folder/file naming conventions; the other is documenting the policies so that they can be shared and adopted by all stakeholders. The eXadox planning wizard is a software tool uniquely positioned to assist specifically with the planning and documenting of storage and naming policies. [More]

As we increasingly adopt paperless-office practices, it becomes readily apparent that the quantity and types of documents that need to be accessed and managed daily are ever increasing. In addition to Microsoft Office documents, we need to cope with the cornucopia of e-mails, scanned images, graphics, photographs, drawings, PDFs etc… The task can be especially challenging when working with shared files that originate from various sources that were created by “someone”, named “somehow” and stored “somewhere”. [More]

All productivity-oriented organizations are making a special effort to reduce their reliance on paper forms to conduct business activities. The most popular and effective direction is to institute interactive e-forms in their business practices. This powerful and extremely flexible alternative is largely made possible because Adobe PDF e-forms can be easily designed and custom programmed. Once published, they may be readily viewed and filled by anyone using a free downloadable Adobe Reader. [More]