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Will we ever reach a point where the paperless office can exist? The phrase was coined in the 1970s, yet the use of paper in the corporate office actually increased over the next two decades. Part of this increase was due to the arrival of new technologies that inspired individuals to print what appeared on their computer screen.

Today, applications, file sharing and the arrival of the IP fax have all contributed to the effective paperless office. While paper hasn’t disappeared completely, the efficient office has drastically changed the way documents are managed, exchanged and archived. One of the best ways to eliminate the pile of paper is to scan everything and store information digitally.

A number of scanners are available on the market that can fit a number of different needs. If you have a large number of files to manage in the data center once scanned, a high volume scanner is the best option. A multipurpose printer, scanner, fax machine may be an ideal choice for the long-term as it allows you to scan multiple pages at once and select your destination according to the network.

The implementation of a scanner will address the paper documents you now have, but a change in strategy may be needed to reduce the number of paper documents you produce in the future. For instance, the implementation of the IP fax can keep all fax communications going without the need to print a single page. All sending, receiving, signing and sharing can happen in electronic form.

Incoming faxes, for instance, are generally received as a PDF file. Users open the file on the desktop to view, make changes to or get approval for, all without ever leaving their desk. In such a scenario, it’s important to embrace electronic signatures to make the acceptance of the paperless office more likely. Too often, documents are still printed because they need a signature. The signed page is then faxed to the intended receiver. If this step were eliminated, both time and money would be saved.

This is where a solution like the IP fax server from Sagemcom (News - Alert) could contribute significant value to the corporate environment. The changes that need to be made to the handling of documents would be seamless as it syncs with the network that is already in place. Information is already flowing from the PC via emails, shared folders and applications. The addition of the IP fax is just another option on the desktop to complete a task.

As more companies come online with an all-IP environment, it no longer makes sense to maintain analog fax machines that require paper printing and filing. The implementation of the IP fax reduces the reliance on paper and streamlines another siloed communication channel for extreme efficiency.