When computers started to become a common fixture in offices, they were supposed to help reduce paper usage. Ironically, the machines only made it possible to generate more data than originally anticipated, resulting in even more documents being printed out.
Thankfully, the increasing prevalence of digital documents may soon completely replace paper-based documents. The question now becomes whether investing in the IT systems necessary to become paperless outweighs the value of retaining paper-based systems. Here are reasons why the answer to that question is a resounding ?yes.?
1. Save money, time, and effort
One of the biggest benefits of going paperless is that it can save you money, time, and effort. Paper, ink, and printers can be expensive, and the time spent filing, organizing, and searching for paper documents can be a major productivity drain. Going paperless can help you save money on these costs and free up your employees’ time to focus on more important tasks.
2. Save space and improve efficiency
A paperless office is also more spacious and efficient. With all of your documents stored electronically (as opposed to physically in large filing cabinets), you can easily access them from anywhere there is an internet connection. This makes it easier to collaborate with colleagues, share information with clients, and track down important documents.
3. Increase security
Paper documents can be easily lost, stolen, or damaged. Going paperless can help you improve the security of your documents. When your documents are stored electronically, they are easier to back up and protect from unauthorized access.
4. Be more environmentally friendly
Going paperless is also good for the environment. The production of paper requires a significant amount of energy and resources, and paper waste ends up in landfills. By going paperless, you can help reduce your office’s environmental impact.
5. Improve customer service
A paperless office can also help you improve your customer service. When you can easily access customer records, you can provide faster and more accurate service. This can lead to increased customer satisfaction and loyalty.
How to Go Paperless
If you’re thinking about going paperless, there are a few things you need to do to get started. First, you need to assess your current paper usage. Once you know how much paper you’re using, you can start to identify areas where you can reduce your paper consumption.
However you decide to start, do start small. Don’t try to go paperless overnight. For example, you can start by digitizing your most important documents and then gradually work your way through the rest of your paper files.
The ideal next step is to have everyone use electronic forms and signatures, which highlights the importance of getting employee buy-in. Explain the benefits of going paperless and make sure they have the tools and training they need to be successful.
And do remember to be patient. Going paperless takes time and collected effort. Don’t get discouraged if you don’t see results overnight. Just keep working at it and you’ll eventually reach your goal.
Once you’ve reduced your paper usage, you need to choose a document management system, which will help you store, organize, and access your electronic documents. There are a number of different document management systems available, so you choose one that meets your specific needs.
Going paperless can be a big change, but it’s a change that can have a number of benefits for your office. If you’re looking for ways to save money, improve efficiency, and be more environmentally friendly, then going paperless is a great option.
To get started, turn to our experts at Info Advantage. Get in touch with us today.