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The paperless office has been a long-term dream, fuelled by many of the high-tech companies wanting to sell machines to scan your paperwork, so you can shred and recycle to reduce the paperwork in your environment. Nevertheless, step into almost any office, anywhere in the world and you will see that paper documents still rule the day. The difficulty with paper in an office situation is more where it is in the chain of events that is more important and needs tracing; hence the need for a range of rubberstamps. Following a Document through Offices Where a paper document has to travel around a number of office environments, a rubberstamp that shows each of the departments that the documents needs to pass through is an ideal accompaniment for the process. For example, a document might be received by the reception area of a company, where it can be date stamped on arrival. The document will then move to employees who will log the necessary information. The paperwork follows onwards to the department that collates an order and finally the order is prepared for delivery with the document receiving its final stamp date. Without a rubberstamp controlling this procedure, employees will simply be writing all over the document to achieve the same result. A rubber stamps provides a nice tidy area on the paperwork so everyone can follow a similar routine. This makes it easier for anyone to pick up the document and quickly see the latest stage that a customer’s order has gone through. The Advantages of Using Rubber Stamps to Trace Documents The rubber stamps are small and efficient office tools. Once a system has been established, the rubberstamp helps maintain a well-organised office so that all of the employees can easily understand the system that works. Because they are relatively small, it is easy to find space on a document to stamp and where they are used regularly in an office, employees will quickly recognise where to look on a document to see the stamp, saving time and improving efficiency. They help increase worker productivity and help easily distinguish the flow of the document, where it has been and where it is going next. Sometimes tracing a document or file is made easier when the front of the file is imprinted with a rubber stamp , saving employees time from having to open the file and find out where the file is due to move to next or what actions are currently required. Office managers and employees should not underestimate the ability of using rubber stamps for tracing documents in a workflow situation.
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