Companies all over the world have discovered the reasons for going paperless and are reaping the benefits. You’re probably wondering what kind of impact reducing paper in your office can have on your organization. Listed below are our “Top 5 Reasons to Go Paperless”.
1. Increased Productivity
Dozens of hours are wasted searching for paper files. By going paperless you are able to have every one of your documents right at your finger tips and multiple users can access the same file at once. This frees up a considerable amount of time to focus on more important tasks.
A document management system is also a key component of business process management and workflow automation. Now employees no longer have to waste time on resource-intensive tasks and can instead concentrate on more productive work.
2. Better Client Service
No one wants keep clients waiting, but that’s exactly what happens when your files are still on paper. Every time they call you have to stop to search for their information. Going paperless allows you to immediately pull up any document needed to answer your clients’ questions.
You can save your valuable time as well as your clients’, and keeping clients happy is always a priority. Happy clients pay bills faster and are more likely to drive future business to your firm.
3. Reduce Operating Costs
Physical storage of paper is one the largest costs your company will incur. With average rent in Midtown Manhattan over $75 per square foot, going paperless means big savings. Reducing paper will eliminate a considerable amount of storage space and enable you to re-purpose that space for more productive use.
Going paperless also saves on costs associated with:
- Paper and office supplies related to paper (staples, paper clips, folders, markers, et al.)
- Purchasing and procurement of hardware (printers, copiers, scanners, fax machines, et al.)
- Maintenance of hardware (printers, copiers, scanners, fax machines, et al.)
- Ink and toner
- Shipping and mailing
4. Better Security
Data backup and Recovery
Perhaps the most important reason to go paperless is for improved security. The simplest security benefit of going digital is the ease of backing up your data. Not only is it easy, but multiple backups can be created, both onsite and offsite, which makes disaster recovery a breeze.
Restricted Access and Automated Compliance
With a document management system, you can control security to your documents by restricting access to any specific file or folder. In addition, it will be easier for your company to comply with government and industry regulations. There are safeguards in place to ensure that your documents follow compliance procedures and meet regulatory specifications.
5. Environmentally Sound
In our eco-conscious society, it’s important to consider the business implications of your environmental impact. Going paperless dramatically reduces your organization’s consumption of valuable resources. In turn, you not only reduce your firm’s overall carbon footprint, but also boost your environmental status.
After going digital, you’ll no longer need to waste paper to share documents. Instead, you’ll use document management software to serve files. Eliminating paper not only results in a reduction of paper costs, but also causes a major reduction of; ink and toner use/costs as well as shipping waste and associated expenses.
The top reasons to go paperless are only the beginning. With the right system, and the right technology, going paperless can provide a huge boost for your firm. You can improve productivity, client service and security, as well as reduce costs, all while being kind to the environment.