Business

Digitalise your Office – Go Paperless

Jinal Shah

July 30, 2024
3 min read

We are living in a 21st-century digital world and that means making some changes to the way we do business, all for the better, of course. Weare entering a new dimension of digital connectivity and in this short article, we offer valuable information to help you turn your office into a paperless environment.

Secure Cloud Network

In order to go paperless, you need to create a secure cloud network and your business data is stored on secure remote servers. Talk to a managed IT services provider about the cloud and they can design a network that delivers everything you need. Once your secure network is up and running, you can start uploading your critical data.

Scanning Documents

A quality scanner is one piece of hardware you will need; delegate a staff member to scan all paperwork, create folders on your network and when all current documentation is scanned and uploaded, you can start working back, month by month. When that is done, you can get rid of most of those bulky filing cabinets (keep 1 for originals). That will free up a lot of floorspace and leave your office looking spacious.

Wireless Routers

You will need a Ubiquiti router to give you wireless connectivity; hi-speed with a few relays to cover the entire workspace. This will enable all IT hardware to connect to your network and you can say goodbye to those ugly cable bundles. Search the web for a leading Australian supplier of wireless hardware and you can order at trade prices. You might need to consult with a networking engineer in order to purchase the hardware you need.

Staff Training

It doesn’t take long for office staff to get the hang of cloud storage data; from the workstation, you simply access the folder tree of the network; you can create and update files in real time. Each staff member is issued with a username and password that allows them to access the network from any location, using any digital device with a browser. The cloud provider has a team of instructors and it only takes a couple of hours to bring your staff up to date.

Voice over Internet Protocol

You can save a fortune by using your cloud network to communicate; VoIP is a communication platform that transmits audio and video data via the web. Typical platforms include Zoom and Skype for Business and the great thing about VoIP is you can make real-time video at a fraction of the cost of regular phone calls. Click here to find out why Australian businesses are needing more storage space.

Digitalise All New Paperwork

Once the cloud is up and running and all previous data has been digitalised and uploaded, you can scan all incoming paperwork and add them to the cloud. Your secure network is protected by bank-grade cyber-security and with the many benefits, your business will be more efficient.