Tell Me More: Evaluating Paperless Office Software

While no office will ever be completely paper-free, your office can head in that direction by implementing paperless office software. The term "document imaging systems" refers to paperless office software that helps you convert paper records into electronic files.

How to evaluate paperless office software
The most important aspect to consider is ease of use. If creating, filing, and finding documents isn't easy and intuitive, your employees won't use the document management system and your investment will be wasted. It's not unheard of for companies to spend tens of thousands of dollars on paperless office software only to have employees refuse to adopt it.

Make sure you get a chance to see it in action - it's the only way to really judge ease of use. Many paperless office systems use file cabinets, folders, paperclips, and other familiar symbols. This helps even the least computer-savvy employees catch on quickly. Also look for a balance between an uncluttered interface - one that doesn't distract you with too many buttons or options - and the ability to get common tasks done quickly, without having to click through too many screens.

Other attributes to consider when comparing paperless office software:

• Architecture - Do you prefer proprietary formats or open formats?
• Customizability - Can it be made to work the way you want?
• Scalability - Can it grow with you?
• Security - Will it keep your documents secure?
• Searching - Is it easy and logical?
• Access - Can remote users get into the system?