As the world adjusts to the new norms brought by the COVID-19 crisis, handling traditional paperwork has become a significant challenge. Not only does physical paperwork involve contact, which can spread the virus, but it also requires a close examination of health and safety measures to ensure everyone's wellbeing. This post delves into five effective strategies to manage paperwork amidst these concerns, ensuring both productivity and safety are not compromised.
1. Go Digital
The most straightforward and efficient way to manage paperwork during these times is to transition to digital documentation. Here's how:
- Cloud Storage Solutions: Utilize services like Google Drive, Dropbox, or Microsoft OneDrive. These platforms allow you to save, share, and collaborate on documents without physical contact.
- Electronic Signatures: Tools like DocuSign, Adobe Sign, or even e-signature features within PDF editors can replace the need for wet signatures, minimizing the handling of documents.
- Online Forms: Forms for applications, feedback, and registrations can be created online using platforms like Typeform, Google Forms, or JotForm, reducing paper usage and contact.
📌 Note: Ensure all digital solutions comply with data protection laws like GDPR or HIPAA if dealing with sensitive information.
2. Implement Paperless Meetings
Meetings are a common source of paper exchange:
- Virtual Meetings: Use video conferencing tools like Zoom or Microsoft Teams where documents can be shared on-screen or in the chat.
- Paperless Agendas: Create agendas on digital whiteboards or share them via email before the meeting. Tools like Miro or Mural can facilitate interactive discussions.
3. Safe Physical Paper Handling
Despite efforts to go digital, there are situations where physical documents are unavoidable. Here’s how to manage them safely:
- Gloves and Sanitizer: Wear gloves when handling documents and sanitize hands afterward. Ensure sanitizers are readily available.
- Quarantine Period: If documents need to be signed, consider implementing a quarantine period for incoming documents to reduce the risk of transmission.
- Minimize Touch: Use tools or utensils to handle paper. Consider using pens that minimize touch or provide new pens for each person to use.
| Method | Purpose |
|---|---|
| Using Gloves | Reduce direct skin contact with documents |
| Document Quarantine | Allow time for any virus on the paper to become inactive |
| Pen Use | Prevent contamination via pens |
4. Contactless Delivery and Receipt of Documents
Physical documents can be exchanged safely:
- Courier Services: Opt for contactless courier services where the delivery person leaves documents at a designated spot without interaction.
- Lock Boxes or Mail Slots: Install secure mail slots or drop boxes where documents can be exchanged without direct contact.
5. Regular Disinfection
To combat the spread of the virus:
- Workspaces: Regularly disinfect workspaces, printers, copiers, and other touchpoints where documents might be handled.
- Document Storage: After handling or storing documents, use disinfectant wipes or sprays on folders, binders, or files.
In these times of uncertainty, adapting our document management practices is crucial. By embracing digital solutions, ensuring safety in handling physical documents, and promoting awareness about the risks associated with traditional paperwork, we can continue our work without endangering health. These steps not only help in reducing the spread of the virus but also streamline processes, leading to increased efficiency.
Can all paperwork be digitized?
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Not all documents can be digitized immediately, especially those with legal requirements for physical signatures or notarization. However, many can be handled digitally, reducing the reliance on physical paper.
What about documents that require wet signatures?
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Where wet signatures are necessary, consider digital alternatives like e-signatures or use the safest practices outlined for handling physical documents, including quarantine periods and minimal contact.
How can I ensure document security when going digital?
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Use secure cloud services, enforce strong password policies, enable two-factor authentication, and ensure regular backups. Compliance with data protection regulations is also vital.
Is it necessary to wear gloves when handling documents?
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Wearing gloves can be an extra measure of safety, especially in high-risk environments or when dealing with documents from unknown sources. However, regular hand washing or sanitizing is equally effective if done correctly.
