Wine Firm Harvests Savings with Paperless Office
August 30, 2013
By Mae Kowalke
, TMCnet Contributor
Six years of paper reduction has been good for wine advisory firm, Bountiful Harvest. The Napa-based company has been able to save rent by turning a 10-by-10 file cabinet room into space for an additional employee. It also has found reduced insurance costs and time spent on retrieving documents as a result of largely going paperless.
“By going paperless, I can spend more time with clients listening and finding their solutions. That is what any office system is all about,” Chal Daniels, owner of the firm, told Financial Advisory magazine recently
It took about a year and a half for the company to make the jump, however. It used a cloud solution called eFileCabinet to create a digital filing system, and the company temporarily extended the hours per day of a part-time employee from three to five so the thousands of the company’s paper documents could be scanned.
Going paperless also required some brainpower, not just lots of scanning.
“It’s not plug-and-play software. You have to think about setting up a filing system that mirrors how you organized the drawers of your file cabinets,” noted Daniels.
There also is paper that continues coming into the office, he noted, a challenge for any paperless office system. Even though a business goes paperless, that does not mean its partners and customers have done likewise.
With Bountiful Harvest, the biggest paper culprits are mutual fund company communications and signed agreements.
All paperless offices face the challenge of what to do with paper documents that flow into the office. The leading solution to this problem is an easy document scanner to digitize postal mail and a fax-over-IP solution to handle incoming faxes.
Document scanners such as Fujitsu’s (News - Alert) ScanSnap only run a few hundred dollars, however, and FoIP solutions can be purchased cheaply as a subscription service.
Existing fax equipment can even be used with FoIP services through the use of a fax ATA solution such as that offered by AudioCodes.
AudioCodes’ (News - Alert) MediaPack MP-202B HTTPS Enabled Fax ATA supports HTTPS fax connections that allow fax machines and multi-function printers to easily integrate with fax servers and enterprise VoIP solutions or connect directly over the Internet to VoIP providers and Internet Fax services.
So with a little thought and initial investment in time, any business can realize the savings companies like Bountiful Harvest have reaped.
Edited by Rory J. Thompson