ScanSnap Advocate Spotlight: TSheets

Tuesday, November 4, 2014
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I would like to say I’ve gone paperless in the office but I can’t. I’m not there yet, despite the fact I have worked with – or in – technology companies for 25 years. This is partially due to the old-school auditor in me that feels a physical paper trail is more tangible and reliable. And maybe because historically it has been quicker and easier for me to file paper in a file cabinet than to scan and save it electronically.

Even with the number of cloud storage providers I use to organize documents I receive in soft form, a paper copy still often gets printed and filed in my file cabinets.

Two things have recently boosted my resolve to make a run at a paperless office, however. First, I received a fair amount of ribbing from my coworkers at TSheets when I asked where the office supply cabinet was located on my first day. “File folders?” they asked. “Why would we need file folders?” They had a point. At TSheets, we are all about making our customers more efficient by providing tools to enable them to ditch antiquated, paper-based time tracking processes and digitally capture employee time at the office or on the go.

Second, a new Fujitsu ScanSnap iX500 Desktop Scanner for PC and Mac is occupying a small corner of my desk and is beckoning me to make a run at reducing and, maybe, eliminating all of my paper files. This scanner has proven to be quick, reliable and easy to use. The scans are in excellent quality and can be saved to any number of applications, including Google Drive and Dropbox.

I now feel both inspired and equipped to officially draw a line in the sand. I choose to:

  1. Elect to receive electronic copies of as many documents as possible and stop printing those documents once I receive them.
  2. Use my ScanSnap to scan and file soft copies of critical documents when electronic delivery is not an option.
  3. Stop keeping hard copies of contracts and other documents for which I already have soft copies filed.
  4. Lastly, use my ScanSnap to scan the documents already filed in paper form and eliminate the files that I already have.

I’m convinced that by using these steps, the new, digitized processes will become a normal part of my daily routine and my old paper ways will be a thing of the past.

Honestly, most of the documents I keep for financial, legal and HR functions will never be referenced again anyway. If they are, however, I know my digital files will make it easier to search for, retrieve and share the information more readily.

Given the efficiency and reliability of ScanSnap and cloud storage solutions these days, maybe going paperless doesn’t need to be a confession. After all, even the old-school auditor in me approves.

Amy Bailey
VP of Finance, TSheets

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