Tag Archives: management system

The Last Post

Well I will say that this is the last post for the site SPA Paperless Office Project the reason why is that times have changed the site will have a new name and a new look complete with a totally new area to the paperless office, it will still have the roots of the S.P.A Foundation and still built around what I believe is still one of the fundamentals of achieving a paperless environment.

What will the new site have, a purpose built Management Efficacy SPA Template Tool and an Efficacy SPA Paperless Template Tool plus a few others.

How will the site be designed, it will have a new looking reader friendly screen a new external link friendly system plus the all the usual posts that are connected to the paperless environment for the person who wants to understand and read thought and interesting posts that are connected to this subject.

The site design will constantly be updated to improve the reader’s experience.

What will be the site called? To keep in line with the original thoughts of the first web site the name Paperless Endeavour will hope to keep the ever lasting and changing environment that to a certain degree will always try to keep up with the Technologies advances and break thoughts that are always trying to improve the world we live in weather it’s in the office or associated Technologies.

The new site will be launched in January next year, so I hope to see you then, other wise have a wonderful Christmas Holiday and a Happy New Year.

Martin Smith

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SPA: How much money is it costing your company?

The last post I wrote was just a small note trying to explain what a SPA is and how is can effect the paperless system and also the office environment.

If I told you it could cost your company approximately £17.29 or should I tell you it is already costing your company £17.29 per month per computer.

Source of information company for the  employee average

www.census.gov

Year 2004 U.S States only (excluding establishments)

Employee (100 to 499) small companies                      86,538

Paid Employees                                                                        16,757,751

 16,757,751/86538 = 194

Average employees 194 say 20% have computers averaging it to 38.8 computers per company.

 Calculations from my Hypotheses Testing Frame Work

£17.29 per computer per month

17.29 * 39 = 674.31 *12 = 8091.72 * 86,538 approx £ 700,241,265

So from the above figures and the average calculation, it’s costing  approximately £ 700, 000, 00 a year in a less efficient system just because we have ignored the small notary paper items such as SPA.

I have just designed a template which will be available in the New Year which will be free to down load when my new website will be launched both will be available in the New Year

If you know that an every day routine or action within the work place is costing you money would you like to know about it.

Would you have a closer look at this information I think in general you would.

I think the main thing about this activity is that it’s been within our work environment for as long as we can remember so to have an answer over night would be quite difficult to predict, although this has been the first stage of what I believe may be one of the problems for the development of the paperless office.

There will be a few more posts before this site changes to a new site and by the way the new site will be called The Paperless Endeavour.


Is SPA Just note taking?

I have written this post for various reasons. I have spent the past two years studying an area of what I think is connected to an important area of the paperless office not only to the office environment but to the paperless environment.

I still think that this subject is very important not because I have provided calculations that it exists and tried to bring it to the attention of anybody who is connected to the paperless environment but as a building block to try to understand how an interaction of written communication which is not directly connected to your computer main frame or connected to the office PC can be classed as a paperless system.

And to this day you can not state that you are running a true paperless system if you still perform SPA’s within your work office or environment.

Could you state that SPA’s are just a form of note taking ! to a certain degree this could be true but there is an underlining point to make that if these items are still performed within the office and people are still using paper to perform these actions, why have we not found an answer to the problem ? 

Most of the people who will read this post will probably say that there is not a problem with this area and if you look at it on the surface then you will be right but if you look at the whole of the area within this field you just might open a door to find the answer with regards to a bigger picture.

Could this be the interaction between people in the office which are still using written communication between colleagues and not having the software or hardware that is commercially acceptable and commonly used within the office.

Then it might just make you think about what a paperless office or paperless system is or what it should represent.

I think what we all agree that SPA’s or software programmes by themselves are not just the answer for a better paperless system it can cover all areas from management and attitude and a way of thinking to really bring the message home that the paperless system could and will benefit companies from saving money, ROI, work flow efficiency, better working conditions and also a greener environment and all these things are connected to a paperless system.

I write this post because it’s time to move to the next satge SPA’s will still play a big part of the site and certainly will still be used as the foundations of what I have mentioned above.

If you still believe that SPA’s are still just a form of notes then you will be pleased to know that I have enclosed some links to say exactly that.

http://itunes.apple.com/us/app/note-taker-hd/id366572045?mt=8

The above links are apps that you can buy for your I pad and they represent exactly that, software that has been designed to take notes and small messages which you can use with your I pad.

Have a look at the links and see what you think ?

My background to the paperless system is that of an academic back ground and with attending university next year will continue for another couple of years yet with hoping to look at the paperless system once again in a different view.


Paperless and ISO 1799 (27001) (27002)

If these acts are very broadly all to do with security (see early posts for a more details description) and in fact any organizations that handles and depends on information.

How can a paperless system assist these regulations?

I think we have to look at the wider picture and understand why we use a paperless system to try to find an answer for this area.

It’s certainly not a case to say that we have to design a special area for this act to take place within a paperless system as nearly all companies will be connected to these acts in some way due to the fact we must handle peoples information just to employ and of cause some companies will require a more complex system if they depend on peoples information.

So do we design a paperless system to accommodate these acts or do we try to place these requirements into an already paperless system which could be better known as a Document Management System with added security due to the possible sensitivity of the information.

Some of the companies who have installed a respectable Document Management system will be happy with the outcome and to a certain degree this is more than acceptable to a normal company dependant of the type of information and type of company who has to use these regulations to a great degree, these two statements go without saying and are pretty common.

But could we say that a process of actions and processors within a system is the best answer, I think it’s more to do with we have to use what is available to us at the time of installation and what has been designed and already accepted.

It obvious that security has to play a big part if we intend to use the computer as an office or to assist a paperless system, that it the main point of the acts to protect people information.

One of the better areas of these acts is that is more to do with a code of practice/guideline rather than a certification standard, organizations are free to select and implement other controls, or indeed adopt alternative complete suites of information security controls as they see fit.

We can all agree that technology will grow and become better as technology grows in time, so could you say that this will always be open to debate in the areas of acceptability and how this will react to a paperless system.

We could say that this will always be the case, simple because technology will always grow but we do have to find that intermediate where a practical solution will be available to provide a practical answer.


E Paper Vs the Computer

Frage eines Standbesuchers "Läuft Wikiped...

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There has been one thing that I have wondered about, when looking at the development of E Paper , will it replace the computer, does it want to replace the computer and will it be allowed to replace the computer.

 Looking at the development of E Paper one would assume that in the beginning this was to assist the resolution and readability of the computer screen back in the 1970s.

If we view the facts so far with regards to the development,  E Paper has been developed  as a viewing and reading tablet and a device that you can down load or transfer reading material , in general terms thats it.

In non technical terms E paper could be a tablet that has selected software parameters and is designed with a flexible material to give the feeling that it has paper properties.

 So with these observations will the E Paper be a competitor to the PC!!

I generally don’t think so, but with my next breath I hope they do not over engineer this fantastic opportunity, coming from an engineering back ground we try to make things simple and easy to design, it should be said that I hope it finds it place within this technological media and also the work place.

In my other posts I have blown caution to the wind and stated that this may have already happened, let’s keep it simple, design it for its purpose.

Would we be right to assume that the computer and E Paper will both have a rightful place weather it’s for social media or within the work place hopefully both will be able to work along side each other.


E Paper: Develop and Adapt

Just recently I have been spending a bit of time looking at the new areas of E paper, why because it will certainly play a part in the concept of the paperless office and also I have a general interest in new technology.

In some of my past posts I have indicated that E paper should take a closer look at its self and decide into which direct it should be travelling and also a small undertone that E paper could be a Roll Royce of paper and not E paper for the masses, a product that could change how we work and behave in a normal working office.

Should E paper look for a new direction, could it survive if a very simple product was designed and developed not just for social pleasure but a true working product that can be used in the work place which could be a replacement for paper.

Personally I do not think that E Paper should replace paper, when I say replace paper, I don’t think it has to replace paper in the sense of sheet paper.

Last year I carried out a survey with Bradford University, this mainly looked at SPA, Secondary Paper Activities within a work place, the general findings were that 63% of Paper Activities were computer based and the remaining paper activities were classed as small notary actions and came under the section of SPA.

What does this tell us, it tells us that 63% of activities within the work place is already performed using a standard PC so what we can use E paper for.

I think we have to forget the direct replacement for paper, writing on E Paper, is not in the forefront of our minds, and has not been development yet. I generally believe that E Paper will have to be categorised to the storage, viewing and display area if we are going to try to bring this into the work place.

I don’t think that this is a bad think, if you look at this and look at the whole picture, could we remove the paper file and lever arch files that are situated in all our offices.

One would assume that one of the reasons why we are developing E paper is to remove paper as we know it, in its traditional sense or is it to develop the computer device, we started with the computer and then the tablet and I pad, and now the E paper, could we view the E Paper as an extension development of the tablet and I pad.

 I personally hope not, I think that E paper will survive but only if we segment the product into a workable and practical solution that is cheaper and more user friendly that we have been used to within the work place.


E Paper and a “Pretentious Stigma”

Fish and chips traditionally wrapped in white ...

Image via Wikipedia

If you have been following any of my posts you will have noticed that I encourage technological advances but for a realistic and practical approach which can assist paperless systems and the concept of the paperless office.

I do believe that there is still an aristocratic or a pretentious stigma surrounding certain technological products around at the moment, this mainly been the development of E paper, not only E Paper but also technological developments to help us to combat the development of any paperless product.

We all understand that the progressive growth of the paperless office started very simply when software programmes were available for your PC, This over the years has encouraged people to start to use the standard computers to assist the development of the paperless office.

We all know now that E paper is the next big thing to tackle the development of a paperless society or a substitute or even a replacement for paper. Well that’s what I think! In the terms of what was produced on traditional paper is now been replaced by e paper or a product device that wants to replace paper.

I have often wondered if we have really thought or considered that we used paper for, I don’t mean in the ever day items like toilet paper or wrapping up your fish and chips (English way of eating) but paper that is used as a communication tool.

Communicating in the areas of the work environment and also social activities, I say social activities, but what did we use paper for as a social activity, reading books, magazines and Newspapers. I think there are the many areas which will come to everyone’s mind and I am sure that there will be a few other areas that you will think of in time.

One of my points is that why are the developers solely marketing the social side of these products, the skiff reader was designed for newspapers and magazines, most of the tables that are on the market have a underlining approach to social activities.

I honesty believe that we are scared to say that if we design an e paper product like the skiff reader, Sony e paper etc, that actually replaces paper, will the user turn around and state “is that all it does” !!!!, But really that’s all we want it to do, replace the paper that we use as a communication tool.

 The next big question is that can e paper work along side the computer!