Innovative technologies surround us in the 21st century. In fact, almost every facet of our lives is touched by some form of technology that can save us time, keep us connected, and simply make our lives easier.
For example, when was the last time you used a phone book – you know, an actual phone book? No doubt it’s been awhile, quietly and quickly replaced with online search and directory assistance services attached to your mobile phone plan. Better yet, are you still sending postal letters these days, or using more email instead?
These rapid replacements of established habits are perfect examples of how people will quickly gravitate to a faster way to get things done – if the new way is easier, affordable or more efficient. Yet, despite countless technological advances, many offices will still have need to mix new technologies with standard devices; hardcopy documentation, for example, is still with us for a variety of reasons, so organizations rely on building a strong partnership between equipment uses (printers/copiers/fax/scan) and digital methods to maintain their business. Why?
The notion of going paperless has been around for more than 50 years. At first, people were thrilled with the idea of reducing or eliminating paper and saving money; however, global consumption of office paper actually rose for decades, as digital technology advances made printing fast, cheaper and easier. For those that sell or depend on printers, toners and paper supplies to prosper, this side of the coin is still desirable. But there is another side of the coin as well.
While the cost of toner might be cheaper than the printing press, the “other” costs of using paper are the real source of expense. Most office workers don’t realize the huge impact that their paper usage has on the environment. Before even pressing the “print” button on a traditional office machine, for example, huge expenses and energy have already been expended in producing printer toner and paper. For those wanting facts on “conservation,” every year it takes 500 billion gallons of oil to manufacture the laser printer cartridges used in North America, and over the same period, 350 million used cartridges are thrown into landfill sites. And to supply the estimated 1.5 trillion pages printed in the USA last year, 180 million trees were felled and over 100 billion gallons of water were consumed. As global or “green” concerns are at the forefront of conversations these days, developing greener device and supply options are keeping many R & D departments busy, and large manufacturers are currently launching equipment & supplies to meet the demand for offices around the world that are transitioning to green.
Regardless that digital document management is rapidly growing, it won’t replace all hardcopy uses, at least in the near future. Legal and government sectors, even real estate or healthcare may archive electronically but many facilities prefer to also keep signed paper documents on file, regardless e-signatures and email archiving are now considered “legal” documentation.
Clearly, becoming efficient with paper has been a challenge, and setting a goal of going entirely “paperless” is not yet realistic. As technologies keep evolving, however, everyone has the opportunity to maximize productivity that best suits their office or organization, merging the best methods found for optimum efficiency. With that in mind, many dealers in office technology seek to become hybrids in order to accommodate their customers’ needs more effectively. A sampling of innovative devices and programs to consider might include.
Scan Paper to PDF By Any Means
New available software allows workers to capture documents with not just scanners, but digital cameras and even mobile phone cameras,and then convert the resulting images into portable document format (PDF) to be stored, managed and searched on a PC – dramatically increasing the ability to manage your work efficiently and on-the-go. PDF Converter takes these scanned files one step further and delivers everything you need to create, convert and edit PDF files without the traditional formatting nightmares.
New available software allows workers to capture documents with not just scanners, but digital cameras and even mobile phone cameras,and then convert the resulting images into portable document format (PDF) to be stored, managed and searched on a PC – dramatically increasing the ability to manage your work efficiently and on-the-go. PDF Converter takes these scanned files one step further and delivers everything you need to create, convert and edit PDF files without the traditional formatting nightmares.
Convert to Editable Digital Content
Analyst research has shown that individual office workers spend 3-4 hours each week — representing salary costs of $4,500 to $5,700 per year — simply recreating and reformatting documents. This is valuable time that can be used elsewhere. A good software program, including OmniPage, can automate those manual tasks, saving 15 minutes per page compared to manual typing, or more than an hour for a simple five-page document. This makes for a fast and precise way to convert documents into editable digital content that looks and acts just like an original digital document complete with columns, colors, pictures and graphics.
Analyst research has shown that individual office workers spend 3-4 hours each week — representing salary costs of $4,500 to $5,700 per year — simply recreating and reformatting documents. This is valuable time that can be used elsewhere. A good software program, including OmniPage, can automate those manual tasks, saving 15 minutes per page compared to manual typing, or more than an hour for a simple five-page document. This makes for a fast and precise way to convert documents into editable digital content that looks and acts just like an original digital document complete with columns, colors, pictures and graphics.
Discover Paper Alternatives with E-Readers
One significant barrier stood high until just recently – the lack of a practical alternative to the portability and convenience of paper. Today, it’s possible to even leverage recent advances in eBook technologies, highlighted by the popularity of the Amazon Kindle, with products that can convert paper and digital documents into files you can edit, search and share in the format of your choice (by scanning and formatting documents to be accessed on the Amazon Kindle and mobile Smartphones) – not only saving trees but also delivering countless portable advantages.
One significant barrier stood high until just recently – the lack of a practical alternative to the portability and convenience of paper. Today, it’s possible to even leverage recent advances in eBook technologies, highlighted by the popularity of the Amazon Kindle, with products that can convert paper and digital documents into files you can edit, search and share in the format of your choice (by scanning and formatting documents to be accessed on the Amazon Kindle and mobile Smartphones) – not only saving trees but also delivering countless portable advantages.
Get All Your Files in One Stack
When you have information scattered across your office, it makes it hard to give your customers the kind of service they expect and you want to provide. But what if there was a productive and cost effective way for everyone in the office to scan, organize, find and share all documents, including paper, PDF, application files and photographs? Among programs to consider, PaperPort combines the efficiency of document management, the convenience of advanced scanning capabilities and the power of PDF document creation to simplify information sharing and archiving.
When you have information scattered across your office, it makes it hard to give your customers the kind of service they expect and you want to provide. But what if there was a productive and cost effective way for everyone in the office to scan, organize, find and share all documents, including paper, PDF, application files and photographs? Among programs to consider, PaperPort combines the efficiency of document management, the convenience of advanced scanning capabilities and the power of PDF document creation to simplify information sharing and archiving.
The dramatic productivity gains delivered by new and available imaging technologies such as these are a major reason for their growing popularity, especially when organizations are seeking tools that can help overcome increasing workloads and shrinking staff. And with pressures mounting for companies to take more responsibility for their part in the environmental impact, the move toward automation, portable and green additions to work environments has become a realistic business opportunity as well as a move towards sustainability.
Robert Weideman is Senior Vice President & GM, Nuance, Imaging Div. www.nuance.com.
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