Store and manage documents electronically with DAISY’s Document Manager. In a digital world, having all your dental practice’s documents organized electronically can dramatically improve efficiency and make your employees’ jobs easier. DAISY’s document management feature lets your office staff store and manage electronic copies of documents associated with your dental practice. New in Paperless 3.0.0: Improved OCR and Autofill functionality. Improved reports - show your data in report form. Dropbox support moves the Library into the Dropbox folder for you to manage.
A document management system is an important part of a paperless home office. Like paper, digital or electronic documents need to be stored so they can be retrieved and used as needed. To have an effective paperless office, you need a system to manage these necessary documents.
However, no office can be completely paperless. Some documents must remain on paper meaning that your home office can only be paper-less. And many of us simply remain more comfortable using paper to do some of our work. So any document management system you put together has to manage the mix of electronic and paper for a 'paper less' office.
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Paperless Document Management
As designed for large companies, document management systems turn paper into digital images as PDFs that can be stored electronically and, with some software, searched or edited. These systems also can improve electronic filing, retrieving and secure access to information -- and they can be very costly.
However, at its simplest, a document management system consists of a scanner and software that convert paper documents to electronic PDFs. And you can get less expensive software to make PDFs searchable and editable. Here are several options:
You'll need to develop your own system for managing electronic files. Here are a few suggestions:
Keep in mind that you'll also have to maintain paper files and weed through them at the end of each year, although these files should be much smaller than before. These documents include notarized documents and materials you need to prepare your taxes.
While you may be tempted to scan your receipts and toss the paper originals, don't do it, says Barry Steiner, a Chicago CPA and former IRS agent. You may need them as proof for a tax audit. Steiner recommends keeping all bills, invoices, receipts and canceled checks related to deductible expenses for three years after filing tax forms. At that point, he says, shred them to prevent identify theft [source: e-mail interview with Barry Steiner].
As Abigail Sellen and Richard Harper, the authors of The Myth of the Paperless Office point out, no office can be completely paperless. 'Rather than pursuing the ideal of the paperless office, [people] should work toward a future in which paper and electronic document tools work in concert,' they write in the book [source: The Myth of the Paperless Office by Abigail Sellen and Richard Harper, MIT Press, 2001, page 21].
For more information on paperless offices and related topics, check out the links below.
Related HowStuffWorks ArticlesMore Great LinksA Brief Background on the Paperless OfficePaperless 2 2 2 – Digital Documents Manager Job
It was June 30th, 1975 that Bloomberg Businessweek first proposed the digital, paperless, office. More than 40 years later, we’re clearly not there.
By 2012, the global demand for paper exceeded 400 million tons for the first time. Our every day is so permeated with paper that we don’t even think about it. For plenty of businesses though, there are ways to minimize the use of paper – or digitize business documents upon receipt. Digital documents are easier to access, store, and share. So, why aren’t we paperless yet?
Despite the optimism in the 70’s and the abundance of ways to cut down on paper use, most businesses and public agencies have a long way to go. Even those that have digital transformation efforts under way still have many opportunities to optimize their methods of moving everything paper-based to digital format as quickly as possible.
Research firm KeyPoint Intelligence explored the status of business going paperless in a December 2016 survey. When asked if they thought it was possible to move towards a paperless office, only 15% of the respondents though it was something they could achieve and another 23% thought it was impossible
Paperless 2 2 2 – Digital Documents Manager Description
In many ways, businesses who are in the process of going paperless are navigating through different 'ages' of digital – it's far from a single step from analog to digital information management due to the complexity of this transition.
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