| Ways to save money in these tough economic times | | | | that not everyone is attuned to how to handle |
| aren't exactly obvious. Old habits are hard to break - | | | | documents they receive... proper marking of |
| like the one of using rubber stamps to mark | | | | documents alerts the recipient to any requirements |
| documents, particularly multiple copies of a document. | | | | that are attached to the document." |
| Hundreds of dollars per year can be saved by just | | | | Because many documents are more than 1 or 2 |
| eliminating one trip a day to a copy machine using an | | | | pages, the inclination is to mark only the first page of |
| automated process. Untold amounts can be saved by | | | | the document, with a rubber stamp, e.g. "privileged." If |
| preventing a copy from becoming an "original." | | | | that marking (1) exists only on the first page and (2) is |
| Using a rubber stamp is a very inefficient method of | | | | only in the margin, the document is one that, in paper |
| marking paper documents generated from a word | | | | form, can have its purpose or intent altered. Once the |
| processor. Moreover, unless the stamp obliterates part | | | | stamp is removed, the quality of digital copiers make |
| of a document's content, it can't keep the document's | | | | distinction between the true "original" and a duplicate |
| use consistent with its intent. If a worker requires | | | | without marking, almost impossible. Rubber stamps, |
| multiple copies of a document to be stamped and the | | | | that are usually placed in the margins of paper |
| document has multiple pages, each page requires | | | | documents, do not provide protection for the |
| identification if the document is to be secure and/or | | | | document. Making copies and manual application of |
| protected. Otherwise, at least the first page of each | | | | stamps to the document wastes time and money. It is |
| copy needs to be stamped. If copies of the document | | | | worth noting that the average business document is |
| are intended for different recipients, the marking should | | | | copied 19 times. |
| so indicate, e.g. client copy, accounting, privileged, etc. | | | | While electronic documents provide a partial solution, a |
| This practice requires a collection of custom rubber | | | | PDF cannot protect a paper document. As long as we |
| stamps which is neither efficient or economic. And, | | | | continue to generate paper, today's business and legal |
| depending on how the stamp is used, only marginally | | | | environments demand paper document integrity. |
| effective, if at all. Rubber stamps in the margin or text | | | | Because a document is most vulnerable at the time of |
| in a footer offer little protection. | | | | printing, its marking should be done at that time. |
| In 2006, the Department of the Navy determined best | | | | Graphical marking by the word-processor and the |
| practices dictated that documents should be properly | | | | printer is the only efficient method of preserving the |
| marked ". . .before they are distributed. The reason is | | | | integrity of paper documents when they are printed. |
