I visited a potential sales prospect a few months ago. Now they are a valued customer. . During my visit, I interacted with the department heads in order to understand their pain points. The shipping department was among the ones I visited. When we started our discussions, I remember the gentleman saying “Help me get rid of the cabinets.”

As we continued our conversation I realized that he was stressed out with paper-based filing cabinets for three reasons

1. Lack of storage space
2. They represented a tedious retrieval process
3. The possibility of natural calamities (e.g., floods, fire, etc.) that pretty much scared him about loosing the documents.

He led me to a big hall with giant size file cabinets on racks and arranged in a massive row. For a moment I baffled and asked him the amount of time it took for a typical retrieval. To which we both laughed.

Every company faces the filing/retrieval issue at some  period of time. Offices in paper based environments start with structured procedures, but eventually over the years lose track of the structure due to lack of time, changes in resources and space limitations. My customer was lucky enough to have us walk-in at the right time to handle their racks of documents which were more than 20 years of records. I nickname this situation as “Cabinet Office” where cabinets are the boss!

Green Technology Drive promotes a paperless environment and ironically this happens to be a solution to all offices that undergo “Cabinet Office” like situation. SoluSoft, under its Go Green Technology Drive promotes digitalization of documents.

Let’s take a practical scenario of 1 Terabyte Hard Disk.

1 Tb = 1000 Gb. A Microsoft office file such as a tender or an invoice along with supporting documents might average of 2 mb in file size. Which means 1 Gb has 512 files (1024 Mbs make 1 Gb) and so 1000 Gb has 5,12,000 such tenders or invoice documents stored.

Factoid:

Dimension of 1 Tb HDD will be 12.6 cm (W) x 20.7(D) cm x 4 cm (H).

In a paper based environment 5,12,000 documents would need a living room size space for  storage.

Digitalization of document provides three main advantages

1. Radical reduction in storage space
2. Cost effectiveness
3. No deterioration, as with paper documents

SoluSoft has developed a scan solution named as i2Scan that best fits “Cabinet Office” like organizations to help scan and digitalize their documents in batches. I2Scan is an intelligent robot that sits on top of your twain driver supported scanners and creates separate TIFF and PDF documents with automatic document separation, addition of custom header footer, capture content using  OCR based technology. With this software our customer was able to digitalize tier documents less than a month.

The first step towards a green office is to get all your paper based documents digitalized. With Digitalization you prevent the document from getting deteriorated as well as being altered or tampered. Electronic Document Storage is far safer than old fashion paper based management. The best of all is that if your document is digitalized in color mode, you can replicate a paper based document whenever you need.

By digitalization of all your paper based documents in office, you not just play your part in Save Environment, Save tree campaign but also save money, space and time. Join me in SoluSoft initiated Go Green Technology Drive and bring value added profits to your business.

About the Author

Royson Rajan heads SoluSoft Technologies India as its Vice President, Engineering. With over 5 years of experience in business process automation, Rajan initiated the SoluSoft Go Green Technology Drive . This program has the goal of sowing the seeds of greener IT products, nurturing and cultivating a green consciousness to help offices reap the benefits of better ROI and a healthier planet.