Becoming a paperless office or storing less paper means freeing up physical space, reducing the fire risk, and simplifying document management. It also means that a business can access its data from anywhere, anytime.

Create an electronic filing system which makes sense for your business. Imagine how you would file printed documents in a cabinet, if that helps organise your thought process.

Ensure your business has a clear process, making it quick to save and find documents. It is also good practice to keep a master spreadsheet documenting all files; making it simple to search for a file, which may have been incorrectly filed. Such a spreadsheet can be created using the Excel Power Query and updated easily on a regular basis.

It is your responsibility to protect important documents saved in cloud storage,. We recommend either encrypting with a third-party solution (e.g. Cryptomator) or using encrypted cloud storage (e.g. Sync or Filen). Read Data Security for further information.

If scanning a lot of paper, a scanner with an automatic feeder is recommended, otherwise a normal scanner will suffice. Alternatively, Office Lens turns your phone into a scanner: