“Going paperless” has been a discussion point in business for decades but where originally it was mostly theoretical, today's technology makes it easy and feasible. More than that, it improves efficiency and lowers costs.
Is the Paperless Office Possible?
That depends upon the definition of “paperless.” Zero paper would mean no Post-It Notes or paper coffee cups for visitors, etc. Certain legal documents have to be on paper, though less than there used to be. However, most definitions of a “paperless office” actually mean eliminating most paper, which is doable and easier than you think, with some experts saying a 95 percent reduction in paper is feasible.
Are Paperless Offices More Efficient?
Yes, in fact studies have shown that up to 30 percent of employee time involves going through paper files in a normal office. A 2014 study found that American companies spent $80 per employee on paper each year, and that 50-70% of office space is used to store documents. Going paperless saves time and money.
Why Is a Paperless Office Necessary?
A paperless office, even when it only greatly reduces paper use, saves money, space (which saves money), and improves efficiency. Analyst firm Gartner estimated that American businesses spend $25-$35 billion each year on filing, storing, and retrieving paper. That amount of money could be used, over the course of 10 years, to end deforestation in the Amazon.
Some benefits of a paperless office:
Lowers paper and printing costs
Faster, more efficient data retrieval
Better client communication
Allows and enhances a mobile and/or remote workforce
Improved data security
Makes documents virtually disaster-proof
Better for the environment
Going paperless also decreases your company's carbon footprint. If you live in an area with a carbon tax for business – and more areas are implementing them – that can add up, especially depending upon your industry and company size. It also has ripple effects – paper manufacturing is the third-largest user of fossil fuels in the world. To produce 10,000,000 pages of paper it takes 2,500 trees, 56,000 gallons of oil, 595,000 kilowatts of energy, and 450 cubic yards of landfill. Digitizing documents instead is far more environmentally friendly and good for your wallet as well.
Going digital means less filing space is required. That means you won't have to expand your office and can reclaim the freed-up area for other uses.
Digital documents are more secure, too. In addition to adding passwords and security to documents, you won't have to worry about fire or flood if they're backed up to cloud storage. If you're at a conference or working from home, you won't have to worry about leaving an essential file at the office. Everything you need is just a click away.
Go Paperless with Storage Quarters
Reduce expenses while increasing efficiency and security by going paperless. The data and document experts at Storage Quarters can help with all aspects of storing and digitizing your business information, Storage Quarters will keep your vital records safe and secure. To get a free quote or book our digitization services, contact Storage Quarters today. We can also be reached by calling (516) 794-7300 or via email.