Why is a Paperless Office Desirable?
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- Category: Blog
- Published: Thursday, 28 April 2016 12:08
- Written by Super User
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Why is a Paperless Office Desirable?
How many times have you heard the term ‘paperless office’? No, it’s not a myth, it’s actually something that can be easily integrated into any working environment thanks to technology.
Here are 10 reasons why you should think about going paperless:
1. Easy storage and file-sharing
We’ll start with an obvious one. Going paperless means that all the documents coming into your office can immediately be scanned and electronically stored with minimal effort. This makes it easier to send all relevant information to everyone who needs it.
2. Time savings
A paperless office means that time spent looking for documents is a thing of the past. Searches can be done quickly and efficiently, producing results in seconds. As all the documents are stored in the same organised manner, they and are easy to retrieve, review and edit.
3. More space
Another obvious point, however an important one nonetheless. A reduction in paper documents means that you’ll have more space than you could’ve dreamed of.
4. Accessibility
Digital documents allow multiple users to access files simultaneously. This makes life much easier for instances when more than one user needs access to a single document – or in cases when the individuals are on multiple sites.
5. Reduced costs
Printing hard copies of documents requires many different elements. Paper and printers both cost money to replace and upkeep, whereas storing files is a low cost way to keep all documents in one, secure place.
6. Help the environment
The environmental costs of paper production have been well-documented, however by cutting down on your paper consumption, you are helping reduce your company’s carbon footprint – which can then be included in your CSR (Corporate Social Responsibility) strategy.
7. Security
Unlike paper documents, digital files can be stored on secure servers. This means that only authorised users are able to retrieve certain documents, severely reducing the chance of it falling into the wrong hands.
8. Never lose anything again
How many times have you lost a paper file? Digital documents are secure and usually backed up by servers, meaning that endless searching for documents becomes a thing of the past.
9. Easy recovery
Recovering destroyed paper documents is extremely hard. As electronic documents can be easily backed-up and stored offsite or in a cloud, keeping electronic documents off-site is a much more effective method of ensuring that you never lose that all-important file.
10. No need for waste disposal
In today’s conscious society, we are encouraged to recycle almost everything. However the amount of waste paper that one office produces means that disposing of this comes at a cost. By minimising your paper consumption, you will save both time and money on waste disposal.
