Moving To A Paperless Office

The concept of moving to a paperless workplace has been on the radar for many years, and it has become more feasible as technology continues to advance. Why then, in 2019, do we still rely so heavily on physical paper? Here are some of the key factors causing us to hold onto paper documents:

• Requirements: Government and other legal conditions might mandate the use of physical paper in your workplace. Things like transfer of business and loans typically require physical documents, though this is becoming the case less and less.
• Cost: Paper is perceived as a cheap resource, but other considerations really start to add up. Printers, inks and toners, storage and other costs mean that those cheap documents are much more expensive than their digital counterparts.
• Perception: Lots of us just like having a physical thing in front of us as opposed to a screen. The longevity of paper documents is also appealing.

Modernising to digital documents brings a host of benefits, too often overlooked by businesses. Some of the key positives include:

• Access and communication: Digital documents can be saved, retrieved, distributed and indexed far more efficiently than physical ones can.
• Reduced Costs: Printing, storage and other costs affixed to paper use are effectively diminished by the switch to digital documents. Physical floor space can be dedicated to other purposes – perhaps the office can be downsized.
• Environment: The consumption of paper and other related products in office workplaces is exorbitant. The elimination of physical paper means less demand for certain environmental resources.
• Recovery: In the event of fire or water damage, digitally backing up documents is far easier than dealing with destroyed physical copies.

Once you’ve decided to phase out paper, there are many ways to start.

1. Consider a paper audit so you can assess the current situation. Phasing out old technology is one of the first steps.
2. Move to online applications and software to quickly and easily share information between your office and clients.
3. Training may be necessary for staff, but this is a critical investment in the process of modernising your workplace.

The move to a paperless workplace can be eased into a way that works best for your office. There’s no need to phase physical paper out overnight. Technology has made the option of a paperless office not only more feasible, but the more sensible progression.

For any queries regarding the transition from paper to digital documents, reach out to a member of our team at Provide Technology.