We are starting to think about going back to the office as we recover from multiple effects of the COVID pandemic. Some say they will never return on-site; some say the times they are a-changing, and others are eager to go back. Those who will never go back to the physical workplace rely on electronic, cloud- or server-based files but they probably do not know how those files got there in the first place. Those who say times are changing may not have even thought about the files, where they are, and how they accessed them. But for the many who want to go back to the office, they are in for a surprise.

You go back into the office after a year at home, and you look at all the file cabinets, all the files in the file rooms, all the files strewn about in attorneys’ offices, and you wonder WHO even looked at them in the past year. All that paper-based information lost and not updated or relied upon for the next case. Imagine if your office were paper-lite. All those files would have been digitized and scanned into your organization’s database and fully available to all. What a thought!

There are many organizations that are fully electronic or at least 80%+ there. They did not stress when the pandemic struck since they could support their workers via the internet. There are also many more who wish they had made the decision to go paper-lite years ago. It is near impossible to go fully paperless if you receive paper mail, bring paper into your offices, or have employees who prefer paper files. The best you can hope for is 95% paper-lite.

There are a few ways that an organization can go paper-lite on the cheap, without scanning every piece of paper it owns:

• Reduce the number of copiers and printers in your offices.
• Increase the number of desktop scanners and personal shredders.
• Change your mail room to scan and deliver the mail electronically.
• Have competitions amongst departments to go paper-lite.
• Revise your records policy to encourage the increased use of electronic records.
• Establish an internal committee to identify steps needed to get to paper-lite.

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Moving to a paper-lite environment takes time, effort, and cannot be done overnight. I have talked with law firms and it has taken some of them years. Rest assured that it can be done. Remember when you were younger and went to see the doctor who was looking through the paper medical file?  Nowadays when you go for an appointment, the doctor is looking at the monitor. If healthcare organizations can do it, so can you.

There are records professionals in your area who specialize in this process and guidance and can do it in a cost-efficient manner. Good luck.