Paper-based processes involve the handling of physical document(s),

photocopying, archiving, and retrieving physical document(s) from a file cabinet

(Kissell, 2013, p. 76). Paperbased processes are inefficient, cost valuable office
space, and pose security risks (Selvi, Khan, Rani, Prasad, Paul, & Biswal, 2011, p.
39). Kissell (2013) notes that filing systems require a large amount of physical
space and spawn inefficiencies in searching for previously filed papers. The
average cost of rent for physical filing space is about “6 percent of revenue for
small and medium firms, and 5 percent at large firms” (Welsh, 2007, p.11).
Organizations that use paper-based processes also face security risks due to paper
documents that have (a) been lost, (b) been damaged, (c) been misfiled, or (d)
fallen into the wrong hands (Mills-Senn, 2014, p.28). Brusco (2011) finds that
“more and more companies and organizations are making the shift toward
electronic filing, saving space and increasing security. Large computer servers
have the ability to store mass quantities of information in a secure state and
location” (p. 17). Digital documents stored on these servers can be easily
retrieved within minutes, which increases employee productivity due to the
elimination of the chore of searching for misfiled physical documents.
Collaboration efforts using paper documents prove challenging at times.
Employees cannot easily distribute or share paper documents compared to their
digital counterparts (Welsh, 2007, p. 11). Organizations that have replaced paper-
based processes with paperless processes performed on a computer or other
device enjoy greater flexibility with digital documents. “Digital documents are
easier to search, share, and backup than paper documents, and they take up
essentially no space” (Kissell, 2013, p. 77). Stratton (2013) notes “electronic files
allow better access and information sharing, cost less in terms of physical space
and personnel, and can increase productivity—all of which add to the bottom
line” (p. 44). The term paperless office evokes images of an office without paper
documents; however in reality, a paperless environment closely resembles an
office utilizing integrated information systems with multiple software tools to
reduce paper consumption and improve efficiency in retrieving electronic
documents (Dykman & Davis, 2012, p. 115). Paperless environments increase
office productivity and collaboration due to the ease of sharing and retrieving
digital documents (Welsh, 2007, p. 11). Additionally, mobile devices used in
conjunction with digital documents allow users to conduct paperless meetings.
Meetings conducted with mobile devices allow meeting attendees to view
agendas and handouts without the need to print or copy paper documents
(Brusco, 2011, p. 15). The paperless trend has also extended to services offered by
companies to their customers. For example, major institutions are offering their
clients the convenience of mobile applications and the option to receive
electronic invoices. Kissell (2013) states, “it’s increasingly rare to find banks,
utilities, and other services that do not offer paperless billing and payment” (p.
76). Some institutions such as banks have gone further by offering their mobile
application to their clients. The institutions that offer a variety of options such as
a mobile application, electronic billing, and electronic payment benefit by not
having to send out paper invoices, while their customers enjoy the convenience of
performing tasks such as transferring funds, paying bills, and checking account
balances from anywhere regardless of time and place (Ebben, 2013, p. 12).
Furthermore, electronic payments have mitigated security risks that were
associated with traditional methods of payments such as cash and checks. The
problems with paper payments were that cash could be counterfeited and
signatures could be forged on checks (Aigbe & Akpajaro, 2014, p. 10). Therefore,
organizations that utilize electronic payments eliminate these issues. While
technology supports the move to paperless business practices, not all
organizations can afford the IT infrastructure necessary to make the transition.
A small and medium-sized business (SMB) often lacks the resources and IT
infrastructure to quickly increase server performance and/or expand storage
capacity (Wang, 2013, p. 1241), both of which are required for the in-house
computing infrastructure needed for effective digital storage and retrieval of
documents (Arinze & Anadarajan, 2010, p. 59). Therefore, an SMB must find other
means to stay competitive. Cloud computing is one of the mediums that an SMB
can take to instantly increase its IT infrastructure. Wang (2013) defines cloud
computing as “Internet-based computing, whereby shared resources, software
and information are provided to computers and other devices” (p. 1241).
Additionally, cloud computing, specifically cloud storage, allows endusers to store
and retrieve files from any place and time on any device that has Internet access
(Li, Jin, Xu, Wilson, Liu, Cheng, Liu, Dai, & Zhang, 2014, p. 115). For SMBs that are
interested in moving to electronic storage and retrieval of documents, cloud
computing offers a cost effective means of making the change (Arinze et al., 2010,
p. 61).
Steps to go Paperless
Step 1: Lead the way
Set goals for each department and for the organization as a whole that encourage
everyone to transition to an electronic document management system. You may
even want to set up some kind of reward initiative for when the goal is met to
encourage employees to participate in the efforts to go paperless.
The important thing about going paperless is that you lead by example. If you
have your own filing cabinet of documents, take responsibility for transitioning
those to an electronic system. Set goals for yourself, and take ownership for
meeting those goals. If your employees see you leading the way, they are more
likely to follow and you’ll drive home how important going paperless really is.
Step 2: Get Everyone on Board with Going Paperless
No matter how strong the paperless example you set, your organization won’t
make the transition unless you have your employees on board.
As you can see, Legal and Finance departments tend to be the most hesitant
about going paperless. So how can you get them and the rest of your teams
started and on board with the paperless plan? Here are 3 tips that might help.
Show them the ways going paperless benefits them:
Demonstrate to people how going paperless will make their jobs easier. If they
see the time and effort they can save, they’re more likely to be on board with
going paperless.
Address compliance concerns about going paperless:
There’s a reason Legal and Finance departments are the most resistant to go
paperless: they’re worried about compliance issues. The truth is, going paperless
can actually help you to become more compliant. Paper processes expose your
company to potential liability due to lack of security or lost paperwork. On the
other hand, electronic document management software possesses security
measures and other features that ensure vital information is protected.
Demonstrate these digital features to your team members to show them how
going paperless not only doesn’t create compliance issues, but can actually
eliminate potential issues in existing paperless processes.
Show how going paperless benefits customer services: The majority of consumers
today prefer electronic correspondence to paper correspondence because they
are easier to handle and are more secure. Providing these kind of digital services
for your customers can get a lot of your team members on board with the switch,
because customer service is arguably the most important part of any business.
Step 3: Organize your Paper Documents and F
Now that you’ve set up some initiatives and gotten your team on board for going
paperless, it’s time to start the dirty work. Before you begin scanning your
physical documents into their new home in the digital cloud, an electronic system,
read these ways to organize what you have—and odds are, you have a lot.
To tackle these mounds of paper documents, you should divide the work and
utilize your team’s appropriately.
Here’s how you can quickly and easily get your stacks of paper documents
organized and ready to be entered into a digital system on a desktop computer or
in the cloud. Once the paper documents are all organized, you can prepare to
take your organization, into the paperless era.
Step 4: Get Software and Get Training
While your employees are preparing their documents and files for entry, you
need to find the right digital document management system to aid you going
paperless. There are many digital document management systems out there for
you to choose from, so you need to do your research and compare your options
before making a decision. To help you during your search, you should sit down
and make a list of the tools you need in a DMS service, as well as the things you
want that aren’t absolute necessities. These typically involve data backup,
amount of storage, number of user accounts, audit logs, employee permissions,
and automation.
Once you’ve read the tips and created a list of necessary tools, you need to figure
out your budget for the new office software. You may need to consult with the
Finance team about this. Then, with your list in hand and your budget in mind,
you can start comparing cloud document management software. You should aim
to find something that meets all of your needs and at least a few of your wants
while still staying in your budget.
Advantages of going Paperless
1. Organized files.
Centralized and organized digital files (with sub files) of all your client data
[pleadings, correspondence, notes, memos, transcripts, financial information and
supporting documents, emails, accounting, everything] on your servers and
available for access remotely.
2. Instant sharing of information.
Better collaboration with clients and your staff/attorneys; improved client service
and happier clients.
3. Reduction in expense = increase in firm profits.
a. Use of digital letterhead.
b. Less paper, staples, storage boxes, ink/toner, file folders.
c. Time = money.
4. Freedom to work remotely.
A paperless office makes remote desktop access more practical and efficient,
enabling members of your firm to access the network and all our client data from
any computer with secured internet access.
5. Recapture time spent searching, waiting, recreating, and walking.
6. Responsiveness.
Use electronic signatures for documents. This will enable you to get important
time sensitive documents out the door almost instantly, such as title transfers,
mortgage agreements, undertakings and accounts.
7. Faster communications with clients.
Clients can communicate almost instantly, since they receive documents once
they are scanned into your system.
8. Faster delivery of services to clients.
You can communicate with clients more efficiently and deliver services as and
when they need them and provide regular and timely accounting.
9. Improve efficiencies in file transfers.
Documenting your file and covering the steps you have taken is much easier and
more efficient in a paperless environment. If the file needs to be transferred to
another law firm, or if there is a complaint, you can readily and easier summarize
and document every step you have taken on your client's behalf.
Advantages for going Paper less for students
Bringing the classroom into the digital age (and beyond)
Beyond the environmental and economic effects, going paperless also helps
prepare your students for the future. It’s clear that there is more investment to
equip schools with the tools needed for learning and development in the 21st
century.
By investing in technology and software, students - and the wider school
community - develop digital literacy skills, which will set them up with the right
foundations to succeed in our increasingly tech-savvy world.
Teachers Can Save Time
Not having the right resources costs educator’s precious hours. The process of
printing documents, making copies and distributing them to students is a perfect
example.
The traditional system of printing all our classroom learning materials is both
chaotic and inefficient. Students bring their work to class; teachers takes the piles
of student work to their home or office and write comments by hand; those same
piles of papers make their way back to the classrooms, where they are distributed
back to the students.
With a paperless classroom, this three-step method is replaced by a single,
seamless process.
Students Are More Engaged
For children who have grown up with the internet and touchscreens, digital
learning is simple and intuitive. Using less paper in the classroom doesn't just save
your school money, it's also the next step forward in a more engaging, inclusive,
varied form of teaching.
Finally, when some or all of your learning is done digitally the cost of buying and
replacing books each year can be cut back.
Go Green Go Paperless
As students, we often associate paper work with school work. Because academic
institutions have used paper extensively all throughout the years. Isn’t it hard to
imagine an education without paper? But technology and the internet have
changed the way information is being delivered. And slowly, teachers are limiting
the use of papers by giving auto mated quizzes, utilizing E books, and even
handing out their power point presentations from their lectures. There is no
doubt that the future of our institution would definitely be paperless.
There are many reasons why schools should go paperless. First reason is going
paperless can reduce wastes and helps create a sustainable future. Second, it
increases efficiency and productivity. Since computers allow us students to do our
tasks faster. Third, schools going paperless can allows us to save more money.
Going paperless saves us the money that we spend on buying papers for our
school paperwork. And lastly, going paperless saves time for both teachers and
students. Since the information can be disseminated more quickly and efficiently.
With this in mind, students can optimize the use of the technology and other
online resources to further supplement the student's academic learning.
Objectives of the study
Paper is difficult to search and arrange in multiple sort of arrangements, and
paper data is also difficult to store in different locations and costly to track and
update and students also irritates with paper methodology many researches
prove this argument. Documents is electronic form can be easily be shared.
Implementation of this solution eliminates the need to work with paper
documents and allows information to centrally secure and managed related to all
departments, students and teachers. Finders are able to quickly search for and
find document relating to specific document. This project will be efficient in the
following areas:
 Elimination of labor intensive processes.
 Eliminating the need of expensive space for filling cabinets, store-room for
old documents.
 Able to provide an improved level of services.
 Share information between offices without delays and the need for
couriers.
Paper less project purpose
Paperless project increase efficiency and productivity in a system that will
automate and integrate each step in the administration and management and
also helps in advance teaching methodologies, that it will make entire process
faster, easier and more efficient.
Specifically, it aims to:
 Replace traditional methods and develop paperless examination and
teaching system, improve financial operations.
 Integrate and streamline management, admission, teaching, examination
process.
 Obtain faster results, feedback and cost saving.
Project Description
Superior university facilitating superior human beings with over 250 campuses
and strive hard to achieve their mission. Initially, we are going to implement this
plan on raiwind campus. They are having these major departments related to
administration.
1. Human resource management system
2. Inventory management system
3. Registrar management system
 4. Student assistance management system
5. Financial management system
Student related changes we need to do is e-library, making all examination
system, assessment, quizzes online. By using this assessment tool a faster result,
feedback and cost savings in the construction of test material instead of using
traditional test paper will be obtained.
Subject teacher will modify and create their own test questionnaire 2 weeks
before the scheduled examination.
We need to train teachers and also update and construct computer laboratories
to assist this system.
SWOT Analysis
Strengths
 Technical expertise
 recurring
 quality system
 eager to learn
 attention to technology
Weakness
 Dependence on human capital
 Lack of financial resources
Opportunity
 Customer technology acceptance
 Effective training and informative programs
Threats
 Rapidly changing technology
 New student for each semester need training
 Raw material source cost
 Shortage of trained human resource
Value creation
Simply put, the better organized you are, the better off you are.
Going paperless eliminates these choke points by replacing manual processes
with an email workflow. The shift from manual to digital allows to track the status
of the document in the approval process, the length of time the document has
been sitting in a person’s inbox, and the location where the document has been
filed.
In addition to improving internal workflows, the shift to digital ensures improved
system of interactions between all the personal. These changes can be costly once
but gives long term financial benefit for the organization and also it is the need or
current technological era to compete with other international institutes.
Although the total elimination of paper may not be feasible for every business,
even a small reduction may yield cost savings and increased efficiency.
Resources required to go paperless
E-signatures
Paperless payment
E-library (access to all students and teachers)
More computer laboratories
Training programs (for students, teachers and management)
Paperless scanning
Switch the file cabinet to digital storage
Stakeholder of this projects
 Staff
 Teachers
 Students
 Suppliers
 Training staff
 Potential vendors of information system
 Suppliers of PC
Project organization overview
Major IT Oversight Sponsor Outsourcing supplier Staff and
milestones departmen committee entity s teachers
 t
Project E A,C E I
initiation
Project E C C C C
planning
Analysis & E C I C C
design
Database E I I C C
development
User testing C C I E
User training C C I E
System E I I E I
implementation
Project closing E A I E

E = Responsible for execution

I= Must be informed
C= Must be consulted
A= Final approval for authority
Configuration management requirement
Ensure team work complies with style, execution and operating requirement must
be fulfilled.
Defined risk
System downtime, corrupted backup files, resistance from end user.
Description of approval requirements
Approval of deliverable at the end of each milestone is mandatory for the
management staff and teachers. Approval can be granted by the oversees
committee and the project manager.
Future plans
 Improving training
 Changing culture of department
 Update teaching methodology
 Update e-library
 Helped students to easily learn e-system