The COVID-19 outbreak has drastically changed our daily lives, including how we handle and interact with everyday items. One item that often gets overlooked in terms of cleanliness is paperwork. This can include everything from important documents to everyday office memos. Here are five effective ways to protect yourself from potential exposure through paper documents.
1. Digitalize Your Documents
The most proactive step you can take is to move away from physical documents wherever possible. Here’s how:
- Use document scanning apps: Apps like CamScanner or Adobe Scan allow you to scan documents directly into digital format. This reduces the handling of physical paper, thereby reducing transmission risk.
- Cloud Storage: Store your digital documents on cloud services like Google Drive, Dropbox, or OneDrive. This not only helps in reducing paper usage but also provides access from multiple devices, facilitating remote work.
- Paperless Workflow: Implement digital signatures for contracts and agreements. Services like DocuSign or Adobe Sign can help you go paperless without compromising on legal binding.
📌 Note: Make sure to back up important documents to avoid data loss, as digital files can be just as susceptible to being lost or compromised as paper ones.
2. Regularly Sanitize Workspaces
Even with digitalization, not all paperwork can be eliminated. Here’s how to keep your physical documents and workspace clean:
- Clean High-Touch Areas: Regularly clean areas where paper is commonly touched, like desks, file cabinets, and printer stations.
- Use Disinfectant Wipes: Wipe down hardcopy documents if they are to be handled by multiple people. Let the paper dry before handling again to reduce chemical exposure.
- Limit Access: Restrict document handling to essential personnel. Use gloves when necessary, and wash hands thoroughly after touching documents.
3. Implement a ‘Quarantine’ for Paper
Paper documents can carry the virus for a short period:
- Create a Quarantine Area: Set aside documents coming from outside sources for at least 24-48 hours before handling. This time frame is based on research suggesting that the virus can survive on paper surfaces for a limited time.
- Label: Clearly mark documents that have been quarantined to avoid accidental handling.
🔍 Note: Always consult the latest health guidelines as recommendations may change based on new research or local regulations.
4. Educate and Train Employees
Human behavior is a critical factor in maintaining safety:
- Training Sessions: Conduct training on the importance of hygiene when dealing with documents. Teach the correct way to handle paper to minimize contamination risks.
- Posters and Reminders: Use visual aids around the workplace to remind staff of hygiene practices, such as hand washing before and after handling paper.
5. Use UV Light Sanitizers
An advanced but promising method for document sanitation:
- UV Light Sterilization: Some offices have begun using UV light boxes designed to sanitize paper without damaging it. These devices can disinfect items without the use of chemicals.
- CAUTION: UV light can be harmful to humans; ensure these devices are used in compliance with safety protocols.
In the wake of the ongoing health crisis, adapting our handling of paperwork has become crucial. From digitizing documents to implementing stringent cleaning protocols, these steps are essential in reducing the risk of spreading COVID-19 through paper. By embracing these practices, not only do we protect ourselves and our colleagues, but we also contribute to a broader effort to control the spread of the virus. The shift to digital documentation also offers additional benefits like improved efficiency and reduced clutter, making it a worthwhile endeavor in the long term.
Can UV lights damage documents?
+
UV lights designed for document sterilization are typically low-power to prevent damage to paper. However, prolonged or incorrect exposure might cause discoloration or deterioration. Always follow the manufacturer’s guidelines.
What if I need a physical copy of the document?
+
If a physical copy is necessary, consider printing on demand and ensure you have proper hygiene protocols in place when handling the document.
How long should paper be quarantined?
+
Research suggests that the virus may survive on paper surfaces for up to 24-48 hours. Therefore, quarantining documents for at least this amount of time can help reduce the risk.
