A number of years
ago many experts were predicting a paperless society. In spite of this
forecast, paper usage continues to rise. For reasons of cost and the
environment it is recommended that we consider ways to reduce our paper
consumption. These methods can also reduce the physical space required to keep
paper copies and files. Some common methods include:
1) Duplex Printing
a long report may require hundreds of sheets of paper. With Duplex Printing,
that is printing on both sides of the page, this can be reduced to half as many
pages. Duplex capable and Libra Compatible HP printers start at as little as
$400. The HP 1320, 2420d and other models offer this feature at a reasonable
cost relative to other printers.
2) Reducing Copies
many companies have retained old methods of filing invoices and such that were
established many years ago. It is prudent to examine whether you still need
three copies of an invoice for internal purposes. Perhaps a short report for
the plant manager would be more useful and require less paper.
The same
logic could be applied to reports that are distributed to various managers. Do
they still read them or has a onetime request become a monthly routine with no
current purpose.
3) Electronic Filing
the law now requires that we retain electronic records for 7 years for
auditing purposes. This means that we can access data through our accounting
system at any time. Reports that are filed just in case we may need to look at
them may become redundant. If we can also reproduce an invoice or purchase
order at any time, this may reduce the need to keep as many paper copies.
Electronic storage is relatively cheap and data can be located more quickly
than rummaging through a cabinet of paper files. When depending on electronic
data be sure however that your backup and data recovery strategies are sound
and reliable.
4) Printing To
Screen Many reports are run simply to check the status of a customer or
obtain some data that we need for another purpose. If we use File Inquiry or
print the report to the screen or a spool file this data can be obtained
without using any paper. It can also in many cases then be pulled into Excel or
another program for further analysis, e-mailed, etc..
5) Printing Totals
Only many reports are run in detailed mode, which may require a large number
of pages just to obtain the final totals. Most Libra Reports have a Totals Only
option that processes the data printing only the final page of totals thus
saving considerable paper.
6) E-Mailing Reports
many companies send multiple paper copies of reports to the bank, head office
and the like. If these reports are printed to a Spool File they can be sent as
Text files, PDF files or Excel files with a little data manipulation, which
will save both paper and delivery/courier costs in many cases.
7)
Direct Deposits
instead of issuing cheques to your employees and larger suppliers you may want
to consider Direct Deposit. This can save money spent on cheques, envelopes,
stamps and bank clearing charges. The amount of money you can save increases
with the number of employees on the program. Typical Payroll Direct Deposit
Charges would be similar to:
$50.00 / month minimum charge
$10.00 / weekly file transmission
$ .10 /
employee deposit
These charges vary substantially from bank to bank so
you should investigate the costs before making any commitments. We have
developed interfaces to all of the major banks from the Visual Payroll System
to facilitate the transfers.
8)
Home Strategies
similar ideas can be applied at home as well. You can use electronic banking to
pay your bills avoiding postage and/or trips to the bank. Many companies will,
on your request, e-mail you copies of your bills, saving the additional
envelopes and such while still allowing you to print a copy if you want to.
Companies such as Rogers and Bell also provide One Bill features to combine
Telephone, Internet, Wireless and Cable charges onto a single document again saving
multiple envelopes and such. Automated Bill Payment can also save money by
paying bills on the due date without worrying about last minute trips to the
post office or the bank. Youre less likely to incur interest or late charges
in this way as well.
Since these strategies can save paper, money and the
environment as well, they are well worth considering as part of your daily
routines at work and at home.