Achieving a paperless office

Topics: Paper, Human resources, Photocopier Pages: 7 (1828 words) Published: September 23, 2013

Could we achieve a PaperLESS Office?


I would like to take this opportunity to thank the following for giving me invaluable information and support whilst doing my investigations for this project.

Terms of Reference

This project is concerned with investigating and evaluating the Human Resources Department of an Isle of Man Shipping Company, their current systems for maintaining records relating to seafarers certification. To generate possible ways of reducing the level of paper handled. To draw conclusions from the investigations and make recommendations taking into account the possible need to train staff and the cost implications


My role is working within the Human Resources Department . Within the modern world of business there is an ever-increasing need for organisations to be more efficient. The current systems we use at present to maintain seafarers certification are that of paper format kept in cabinets around the office, this has resulted in the office being cramped and not working as efficiently as it could. I feel that paper documents are anything but fast and effective. Whilst keeping paper data may sound like the right answer to store personnel data in reality for some information it simply cannot be done. Information will continue to be lost, misplaced, wrongly filed or damaged.

The Human Resources Department is responsible for managing personnel information, data and process. Ensuring the business is compliant with employment legislation. .
The aim of this project is to generate possible ways of reducing the level of paper handled, and to bring improvements to my working environment. A function that is efficient, cost effective, merits regulatory compliance, prevents the loss of data and assisting the organisation in meeting it’s responsibilities.

To achieve this aim I need to identify the amount of paper usage generated at present, by accomplishing these aims the Human Resources Department would be able to provide a higher level of efficiency.

The primary rationale motivating such a widespread use is to enable a more responsive use of data handling which could lead to greater flexibility. I need to investigate a way to gain control over data handling without significantly increasing costs to the business.

The Present Situation

The problems experienced at my workplace, is with regards to the current system for maintaining personnel records. At present all data is stored as paper format in filing cabinets around the office. After initial research I have identified potential problems with this way of data handling.

Certificates can be misplaced, lost or incorrectly filed
All the paper data could be a potential fire hazard
In the event of a fire personnel data could be destroyed
Data Protection - At present unauthorised personnel can source information of others. Storage problems- the office has many bulky filing cupboards Cost of photocopying personnel data
Time wasting looking for data that has been stored at random


I gathered the information for my project from speaking to various companies on the Isle of Man, my IT manager and also the Internet. However having looked at Google for purposes of this project, I found acres of support principally from American suppliers trying to market their product.

So can it be possible to reduce the level of paper handle in my office? After my initial investigations I have learned, that paper still indeed plays an integral role in today’s modern society. As my title states, what we have to remember that when people say Paperless Office they don’t mean remove the need for paper completely. The emphasis is paperless – less paper – not no paper at all. In our...
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