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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.