A Paperless Office: Benefits and Steps to Success

Going paperless is a great way to reduce your company’s carbon footprint while also reducing clutter, improving organization, and streamlining workflow. A paperless office offers many other benefits, including:

  • Single Point of Access: Rather than digging through a filing cabinet or needing access to a storage room, cloud documents and data can be accessed by employees with the proper credentials from anywhere in the world—a crucial asset for remote/hybrid workforces in the age of COVID-19.
  • Increased Security: Strong usernames and passwords can protect your documents and data better than physical filing systems. Water damage, fire, pest infestation, theft, and a wide variety of other possibilities could damage documents kept in on-site storage, rendering them useless.
  • Increased Office Space: Eliminating printers, copiers, fax machines, and file cabinets can free up office space, a valuable commodity when enacting social distancing protocols.
  • Workflow Automation: Employees no longer need to leave their desks to search for needed files and documents, instead the information they need can be quickly accessed, sorted, and moved with a few clicks.
  • Reduced Costs: Eliminating or significantly reducing the use of copiers, printers, and fax machines can save your company paper, ink, toner, and machine maintenance costs

 

Steps for Going Paperless

There are numerous benefits and reasons to reduce your use of paper, but figuring out how to do it is often overwhelming. At Superior Document Solutions, we suggest starting with these steps:

  • Create a Timeline of Goals: Begin by setting an initial goal to reduce your company’s printing and paper use by 50% by a date set in the near future (6 to 9 months from now.) Establish a few other incremental goal dates leading up to the firm date set for no longer using paper records.
  • Move/Remove Printers and Copiers: Out of sight means out of mind and this is true with printers and copiers in the office. If they are easily accessible, they will continue to be used. Remove or relocate these machines to a dedicated, central area where use can be monitored and limited. Password access and usage tracking software can further curb use and identify abuses.
  • Embrace Digital Scanners: Modern office copiers include a scanner that can transfer your documents to digital storage or cloud computing systems, reducing the need for making copies of document.
  • Take Notes on Tablets or Smartphones: Instead of using notebooks and pens to take meeting notes, use tablets or smartphones.
  • Move to Paperless Billing: Transition to paperless invoices by requesting your vendors email their invoices to you. You can then store them in the appropriate digital folder prior to/following payment. If you send invoices to your customers or clients, paperless billing can reduce your company’s postage expenses.
  • Invest in a Document Management Program: In order to transition from physical paper use, your employees need an easy-to-use alternative.

 

Let Superior Document Solutions Help You Go Paperless

At Superior Document Solutions, we are equipped to assist you with a smooth digital transition as your office goes paperless. We can show you how to convert your files, documents, data, and billing and invoicing systems or take over the entire project so you can focus on the daily demands of your business. A paperless office doesn’t happen overnight, but with careful consideration and a detailed plan it can be done. The most important step is the first one: contacting Superior Document Solutions. Call 770-446-5325 or use our online form for a free “Going Green” evaluation today!

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