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The Paperless OfficeThe Paperless OfficeA User’s PerspectiveA User’s PerspectiveMarc Barber
B.Sc (Hons), C.Chem, MRSC
ContentsContents
Disclaimer
Introduction
The Office◦ How does the office operate
◦ Contrast of processes before and after
◦ Overcoming the Luddite
Conclusion/Postscript
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DisclaimerDisclaimer
This presentation represents the personal opinion of the author.
The views expressed in this presentation are those of the author and may not be understood or quoted as those being made on behalf of or reflective of any other person or organisation.
The author does not in any manner endorse or otherwise any of the products used/mentioned in this presentation.
IntroductionIntroduction
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The OfficeThe Office
So what does my paperless office look like?
EmailEmail
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Laboratory Note BookLaboratory Note Book
<2010◦ All experimental work hand written in individual
hardback note book or pre-printed paper worksheets Issues include black biro, reconciliation, handwriting,
ancillary data, single copy, tracking (internally and externally), compliance, archiving
>2010◦ Transitioned to a electronic system on a global
system Items include training, implementation, speed, stability,
access, tracking
Data Capture SystemData Capture System
Chart recorder <1990
Electronic capture >1990◦ <2007 - Regulations meant that these were then
printed as the permanent record
◦ >2008 – Full electronic capture with electronic signoff
Regulations & Computing Power
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Document Management SystemDocument Management System
Personal single drawer filing cabinet
4 large filing cabinets for ‘official’ documents◦ Official documents typed / word processed and
signed/dated
Migrated to an EDM System◦ Predominantly for official documents
◦ Electronic sign off
◦ It’s like ‘Marmite’
SharePointSharePoint
Oh what a joy to have the freedom◦ Collaborative system
◦ Open file structure
◦ No hassle with meta data
But◦ Can I find what I what
◦ Where’s it gone
◦ Who has deleted it
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The process of transitionThe process of transition
It is easy....
Change management◦ How and Why
◦ What
Need to demonstrate the advantages◦ In theses days of compressed time need to make
things easier and simpler
◦ Talk to and design for the users
ConclusionConclusion
The move◦ Some Joy! Some frustrations!
◦ Some ‘Live with it’
Is life easier?◦ Certainly have less paper
◦ Also lot easier to find stuff
Personally◦ Get to use a fountain pen more frequently
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PostscriptPostscript
It is easy to say that the paperless office is a reality.
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