Automated Business Solutions (ABS), a company that began without a single customer in 1992, has evolved into a regional powerhouse, serving over 4,000 clients across New England, and employing 85 people as of March 2024. Founded by Alan Albergaria and Robert Maceroni, ABS has navigated the ever-changing business landscape, adapting to emerging technologies, while maintaining a strong foothold on traditional paper-based solutions.
While the notion of a “paperless society” has been a recurring prediction, ABS does not see it going completely paperless any time soon.
Over the past three decades, ABS has diversified its services, embracing computer-based solutions, like information technology and cloud services, alongside its traditional offerings of copiers, production print machines, postage machines, finishing equipment, and other business machines. This adaptability has enabled the company to cater to the evolving needs of its clients, while maintaining a competitive edge over larger, multinational conglomerates that may struggle to provide the same level of agility and personalized service.
If your office is thinking about going paperless, here are some things to keep in mind…
Transitioning to a paperless office environment offers several advantages. By digitizing documents and processes, businesses can significantly reduce the need for physical storage space, freeing up valuable office real estate, previously occupied by bulky filing cabinets and storage rooms. Digital documents also enhance data security and protection, as they can be safeguarded with robust encryption and access controls, minimizing the risks of loss, theft, or unauthorized access that physical files are vulnerable to. Additionally, digital files are easily searchable and accessible, allowing employees to quickly locate and retrieve the information they need, boosting productivity and efficiency. Going paperless is also an environmentally friendly approach, as it substantially reduces paper consumption, aligning with sustainability goals, and potentially lowering operational costs associated with printing and paper procurement.
To facilitate the digitization of office paperwork, businesses need to invest in the appropriate hardware and software tools. Essential equipment includes high-quality scanners capable of efficiently digitizing existing paper documents. Additionally, implementing a document management system (DMS) or cloud-based storage solution is crucial for organizing, storing, and managing digital files securely. Optical character recognition (OCR) software can further enhance the utility of scanned documents by converting them into searchable and editable formats.
When selecting digital solutions for paperless office processes, it is essential to carefully evaluate options, based on the specific needs and requirements of the business. Organizations should assess factors such as the types and volume of documents handled, collaboration requirements, and the need for remote access. Choosing between cloud-based or on-premise solutions depends on considerations like security, compliance, and accessibility needs. Scalability and seamless integration with existing software, such as accounting or customer relationship management (CRM) systems, are also important. User-friendly interfaces and easy-to-use features can facilitate faster adoption and minimize disruptions to workflows. Above all, having security measures, including encryption, access controls, and backup options, should be prioritized to safeguard sensitive data.
To ensure the successful implementation and long-term sustainability of paperless office processes, businesses should also adopt several best practices and tips. Regular backups of digital files and a comprehensive disaster recovery plan are essential to protect against data loss. Implementing retention policies and schedules for document archiving or deletion, can help maintain an organized and clutter-free digital environment. Leveraging automation technologies can streamline document classification and data extraction processes, further enhancing efficiency. Continuously reviewing and optimizing digital processes based on evolving needs and emerging technologies is also crucial. Finally, staying up-to-date with industry trends and adopting new solutions as they become available can help businesses stay ahead of the curve, and maximize the benefits of a paperless office.
As of March 2024, Automated Business Solutions remains an independently owned dealer in New England, with a network of 6 locations, strategically positioned across the region: Headquarters and two offices in Warwick, RI; Southington, CT; Marlborough, MA; Hingham, MA; Southbridge, MA; and New Bedford, MA.
ABS’s success can be attributed to its ability to strike a balance between embracing digital transformation and catering to the ongoing demand for traditional paper-based solutions. By offering a comprehensive range of products and services, the company has solidified its position as a trusted partner for businesses across diverse industries, ensuring a seamless transition into the digital age, while acknowledging the enduring role of paper in certain applications.
If you are wondering what solutions are right for you, give us a call. 401-732-3000
