BECOMING SUBSTANTIALLY PAPER-FREE
(download How to Become Paper-free.pdf)

Think about it: there is almost no written or typed communications, documents, correspondence, or even drawings that are generated by hand or typewriter anymore. Approximately 99% of the documents are generated by computer applications, printed and then handled through the postal or express service providers. These documents, once received, are again handled manually until they are either filed and ultimately discarded in a landfill or chemically treated through the recycling process.

It is no longer necessary to handle documents in paper format. Through the use of networking, the Internet, and a few software programs, documents can be kept in the form that the computer generates and automatically handled.

Genesis Building Systems has moved to a near paper-free work environment. Most documents that are generated by Genesis are transmitted and filed electronically with no hard copies generated internally. These include requests for proposals, requests for information, subcontracts, purchase orders, payment application,  change orders, daily reports, warrantees, waivers of liens, correspondence, drawings, etc. Our subcontractors submit their pay applications and correspondence by email or fax which are received and handled electronically.

Thus far we have accomplished this thru email, but in the first quarter of 2005 we will move most of the documents to our website (www.genesisbuild.com) so that users may access the documentation as needed and will experience a significant reduction of emails that need to be handled on their computer or server.

Over the calendar year of 2005, we believe that with the interest and cooperation of customers, subcontractors and vendors, we will be able to eliminate almost all paperwork that is generated by other parties.

Beyond the excitement that our environmental friends should have for this approach to business, we have found that project information and documentation can be much more readily accessed and transmitted. Productivity and responsiveness can be increased significantly. Also, there is a tremendous amount of paper that is typically used in the building industry. The electronic handling of documents results in a significant cost savings for paper, packaging, express and mailing expenses.

The following is a description of how you and your associates could achieve a near paper-free environment:

BASICS
Beyond the obvious need for internet access and email, in order to transmit drawings and other large files it is most critical to have high speed internet service. Dial up service allows most users to handle the bulk of documents but high speed access allows you to expand usability.

ADOBE ACROBAT
Why Adobe Acrobat? While any Microsoft product and most other word processing or spreadsheet software will produce documents that can be sent electronically, they are generally susceptible to manipulation or alteration and require that the person the item is being sent to has the same software. Without any additional costs, anyone can download Abode Acobat Reader and thereby receive and read documents bearing the “.pdf” suffix. In order to manipulate, create, and secure pdf documents the user needs to have the Standard or Professional version of the Adobe Acrobat software. This does require an investment of a couple hundred dollars. Another advantage of using the Standard or Professional version relates to documents that should be signed. With Adobe Acrobat Standard or Professional it is very simple and easy to apply authenticated digital signatures to any document. The software also allows you to apply mark ups or notes (particularly for submittals and drawings).

FILE STRUCTURE
The next strategy to being paper free is setting up your file structure so that anyone can quickly access documents. Standardization of your file structure which is as intuitive as possible is key. At Genesis we have the same structure for all projects.

FILE BACK UP
Routine back up of all document drives is important for all individuals and organizations, but it is essential when hard copies are not kept. At Genesis we back up all drives every night On a weekly basis we do a tape back up that is then placed in a fireproof safe. We have at least two separate tapes of the most recent consecutive weeks in the safe.

SECOND MONITOR
Finally, since all documents are on the computer and not in hard copy form, it is very helpful to have multiple documents open at one time for reference back and forth. This is easy to do with a second monitor at each workstation. Costs vary depending on the size of the monitor but as an example a 19” flatscreen can be purchased for less than $500. At Genesis all office employees have a second monitor.

We would be pleased to assist anyone who would like to move to a substantially paper free office environment. Please do not hesitate to contact us if you would like assistance in setting up your near paper free work environment.