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Grow Your Business with Green Technology

7 Dec, 2009 By: Laurel B. Sanders imageSource

Grow Your Business with Green Technology

Green. This word has become synonymous with environmental change, whereby
we are recalculating our methods of productivity in a myriad of areas, including
the office channel. Derived from the Old English ‘growan,’ green is the color
that represents life and renewal in all things, creating an environment for
innovation.  As we watch the world come to life each year, it’s easy to think
growth is sustainable forever.

The explosion of information—and the increasing regulations for managing
it—make it a challenge to implement green business practices.  Mounting paper
use means higher printing costs, and while some sellers will profit in sales of
paper and toner, customers are demanding integration of efficient digital
document workflow systems to avoid time and money spent chasing down hardcopy
information. More resources are consumed from creating, copying, shipping,
managing, and storing paper documents. 

Web-based electronic document management (EDM) is a green technology that
significantly streamlines paper-related waste, reducing costs while increasing
efficiency.  Digital capture and remote access eliminate ink, toner, and fuel
previously wasted on paper transport as well as building and heating storage

EDM enables eco-friendly business growth via:

• digital data collection

• electronic access to files

• electronic document distribution

• digital work management

• electronic audit trails for easier regulatory compliance

• real-time information access for smarter decision making

Businesses today can be economically viable, socially smart, and environmentally
friendly. Three fundamental EDM technologies can lead you quickly toward
profitable and sustainable business:

Electronic forms

If you have a website or open portal, consider web-based forms for remote
staff and customer convenience.  Electronic forms let you index information as
it’s received and make it available digitally to authorized users. 

According to the EPA, American office workers use four million tons of copy
paper annually, equivalent to 10,000 sheets per employee. Electronic online
forms give offices a unique opportunity to capture data without needing to
generate paper. Rather than waiting for documents to be filed & available, staff
have instant desktop access.

Look for: 

• Configurable security so you can determine who accesses and views which files
based on job role, department, etc. 

• Easy-to-create custom forms, so you aren’t constantly relying on your vendor

• Ability to add company logos

• Customizable drop-down menus that encourage and facilitate data consistency

• Document retention capabilities so you can schedule forms for migration and
destruction according to internal records management policies

Desktop scanning

An easy way to streamline waste while improving information security and
availability is via desktop scanning.  By imaging documents you eliminate
problems caused by data entry errors & omissions.  High-quality scanning
increases confidence in your data quality and minimizes future waste through
digital accessibility to information.  Files are immediately secure, searchable
and usable, enabling better service and helping you make informed, timely

Look for:

• Ease of use, including drop-down menus for easy scanning

• Robust indexing capabilities, including automatic and delayed indexing

• Batch scanning capabilities

• High-volume scanning that matches speed with accuracy

• Ability to integrate with digital workflow when you’re ready to automate
everyday processes that are tied to your captured documents

The Daily Green (www.thedailygreen.com)
indicates we could eliminate 1.6 million tons of greenhouse gases by reducing
office paper by 10%, equal to removing 280,000 cars from the road.  Desktop
scanning helps you do your part while reducing expenses and making your business
more efficient.


Digital workflow automates file & work distribution, letting you push and
pull information wherever it’s needed to expedite work.  Rules-based processing
lets you dictate how work is processed and ensures business rules are followed
consistently.  Electronic routing minimizes copying, shipping, and postage,
reducing your carbon footprint

Desktop scanning and electronic forms are springboards to efficiency.  Workflow
is the next step, using your essential data to promote efficiency, shortening
turnaround times significantly.  It’s the agent that helps your business to rise
above the others, maximizing your savings while promoting sustainable business.

Today, ‘growan’ your business is never easy, but it’s easier with EDM.  By
investing in your future now, you can improve client services, work faster and
smarter, and grow your own business more cost-effectively.  More of your
hard-earned green stays in your corporate coffers.  Your impact on Earth’s
precious resources is minimized while you become an environmentally friendly
business…now that’s something to celebrate!


Reducing paper use and choosing better products is good business
— socially,
environmentally, and financially.

Totally chlorine-free (TCF) and processed chlorine-free (PCF) paper
are less damaging than chlorine compounds that contaminate wastewater in the
traditional chlorine bleaching process.  Ask your paper vendor about price and

INK & TONER. Request non-petroleum-based ink such as soy-based and
linseed-based products. Non-petroleum-based inks also typically emit lower
amounts of volatile organic compounds (VOCs).  Soy ink cartridges that use toner
powder derived from soybeans, or toner made from water-based rather than
chemical processes, are viable alternatives to chemically based products.

GO DIGITAL. EPA statistics show the average office worker uses 10,000
copy paper sheets annually.  Going paperless may not be realistic yet for you or
your clients, but you can save money and promote ecological business by
streamlining.  Electronic capture lets you can gain control over paper output;
eliminate paper- and storage-related waste; and make information secure, yet
instantly accessible.

Laurel Sanders is the director of public relations and communications for
Optical Image Technology.  For information about the company’s award-winning
suite of DocFinity software, visit
or contact

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