Tag Archives: Paperless and Environment

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.


Office Pc and the Paperless Interface

I have often wondered how the paperless system will become a more common factor and more usable within the work place. I have mention a few times now that it’s not a question in just designing a better software installation and simply down loading that onto your PC.

I do believe that the progression of the paperless system has passed that stage were we would just design a better software programme, that might have been the answer a few years ago but there is nothing wrong with trying to achieve a better software which will help and increase all areas concerned.

What you could say is that has the paperless system reached to a saturation point as a product or a service, I suppose that this would be a question that we could disagree with and I am sure that  some of you could have a serious discussion about.

I personally don’t think that we should stop the software development and realistically the software development that you transfer to a disk and you down load to your PC .

This will always be in the mind of developers not mentioning all the other factors which are connected to this subject.

But if we have reached a so called milestone to the development of paperless system should we be looking towards a different direction but not forgetting about what we have mentioned above. Could one of the areas that we need to be looking at and start to question that of the interface with the computer.

This is not a new subject we have been trying to master this area for some time now and there are plenty of experts about this subject.

It’s not a question of trying to re invent the wheel but just a case of looking at things a bit differently, we have all seen the explosion of computer aided devices for a more social media, but have we seen an explosion for the traditional office PC.

I think we all could agree that we have not notice any major developments to a degree that might change the way we use the office PC, but if we look at the advances towards the office PC , then there have been far and few between, could this be a stumbling block in the future development of the paperless system.

I will put my neck out on this one and state that I do believe that the future of the office PC will be a tablet and touch panel devices complete with a traditional keyboard and I will also state that these will have to be priced to beat the second hand traditional PC that we see in computer shops who buy and sell these items in bulk, I am not talking about the few we notice on E bay, but the serious dealers who make a living form this professional trade.

I mentioned in some of my past posts that we should be viewing and looking at the computer in a different way, we should segment and separate social media computers to the traditional office computers.

You may ask yourself what this has got to do with the paperless office and paperless systems well I personally think that it has a lot to do with how the paperless system will have to be developed in the future.


Paperless and the Data Protection Act 1998

We have stated that the DPA can be a complex act to process and can contain sensitive information and personnel information about individuals.

So can a paperless system assist this act?

I think the main question we have to ask ourselves is to what degree do we store or hold this type of information and for how long.

If you have read the post within this section you will know that there are eight key areas within this act.

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and up to date
  • Not kept for longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to other countries without adequate protection

I think the first four key areas are straight forward and are not really a key area to the paperless system although the process to achieve these areas must be given serious consideration when applying this information to a PC or to a system which has been developed for your organization or company.

One of the areas that sometime can be overlooked is that of first “input”, some system allow the person to do this electronically and this information is transferred automatically into the main data bank, but there are still a lot of paper information which has to be transferred manually into the electronic data system.

At this stage paper can cause a problem not only in the sense of a paperless environment but also transferring that information without paper and obtaining a secure transfer, this is a more to do with the Electronic Signature Regulations 2022 and the ESR Data protection which has been covered with an other section of the blog.

The next two areas: Not kept for longer than is necessary and processed in line with your rights, once again this will depend on the type of organization and company where these are used in the contents of there application.

The last two are certainly two of the main concerns within this act which have caused problems with the design and also its potential damage weather its long term or short term damage.

Secure can mean a lot of areas within this section, secure form hackers, secure loss of data, secure of storage, secure within a day to day usage. Secure of transferring and secure of non active viewing and usage.

One of the area that I am totally confused about is that, sometimes we read and see on the news, that a USB stick was left on a train or lost in a public place, its not the reason that the information was lost, unfortunately people are human and mistakes are made, but it’s the lack of protected procedures that companies introduce when applying this act, its knowing that these incidents happened not because of human or computer error but the procedures allowed this to happen.

How was the information transferred on the stick in the first place, you can say that its like a person working in a bank taking some of the money out of the bank, taking it home and saying that he or she has to count it while he or she is at home, it should not happen in the first place, it should not even entered the person mind, never mind carrying out the act

I think this act and the paperless system is difficult to separate, not because it is complex but it would be difficult to design a totally paperless system which is separate from the standard PC installation and keep it connected within the organizations computerized frame work.

We must also ask our selves do we want to separate this information, I think it can only be answered to the type of information you have in the first place, although storage and input and also day to day activities may benefit from totally paperless environment.

Once again this section is really dependant to the type of information and how the organization and company is using this information in the first place


Paperless and the Mobile

Just recently I have spent some time reading various articles and comments stating that the mobile phone can assist and is also used as a paperless office.

I must admit this statement makes me “shudder with horror”

I know you might say that the development of the mobile phone has helped with the general progression of the paperless system and you would be correct to state this, but in the next sentence the mobile phone has assisted the development of all most general gadgetry products that we used on a day to day basis.

If we are stating that the mobile phone is been used as a paperless office in what contents do we mean, looking and reading the articles it’s seems to be in the areas of convenience with regards to booking tickets and also paying bills through paperless transactions, this I would agree, but this is nothing new and we have been using this technology for some time now.

So what else could we be using this for with regards to the paperless office we must remember these are stating that your mobile can be your office.

We have things like apps for scanning so your mobile can scan any documentation , we all so have apps which are claiming to be paperless management documentation systems that you can down load into your mobile, we also have scribed I paper, which lets you down load individual documents into your phone and stores them into a file we also have programmes like OCR  (Optical Character Recognition) or Read Iris Pro which you can down load into your mobile read and view documents as and when required.

I suppose all these things are heading into the right direction and are assisting the development of the paperless system, I just have concerns that the general public believe that you could run your office from your mobile phone.

If you had to put your hand on your hart, could you realistically say that this is possible and is a realistic solution to a paperless office.

What I do like about the mobile industry is that it has been a great benchmarking product for the future of the paperless system, and we have to be gratefully that the general public are so fickle that they must have the latest and fastest technology that paves the way for development and progressive solutions that can be adapted to adjoining technologies within the paperless system.

 I could state that the advertising study that I carried out some time ago with Bradford University was correct, in that the terminology of the wording “Paperless Office” should be used with caution.

My personal belief this that this does not help the progressive development of the paperless office, it may assist the progressive development of paperless solutions which can help us in general termsc and that is a good thing to have as I have so many times stated that we must perceive the customer users perception  and not the technologies perception.


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!