What is Paperless Office? And How It Benefits Your Company?

Common offices have paper-based filing systems, which may include filing cabinets, folders, shelves, equipment, considerable space, and all of which require maintenance. So it is no surprise to most people that using paper documents within a business can be costly, wasteful, and inefficient. In this digital world, every business owner strives to find solutions to streamline work, and take things easier. Creating a paperless office has become a highly achievable goal. Although it takes time and resources to transform your office, the benefits of going paperless far outweigh the cons. Through going paperless, employee can make access to documents quicker, increase organization efficiency, make documents secure with the ability to encrypt, save time, save money, and enable sharing of documents over the company.

What is Paperless Office?

A paperless office is a concept of reducing the paper use in office environment by converting it into digital form. According to the proponents, a paperless office is not only environmentally friendly, but also boost productivity and efficiency. Furthermore, it will help companies to save more time and money, making process easier and more convenient as digital documents can be shared between users easily.

By eliminating paper in the file cabinets, for example a company can create more room and reduce off-site storage costs. By exchanging information electronically with vendors and customers, a business can make information quickly accessible and conversely more private and secure through the use of encryption, passwords and other security measures.

Now, let’s see the deeper benefits some companies have realized by going paperless

#1 Reduced costs and save time

Being paperless saves the company about 10,000 sheets of paper per year. It cost at roughly $80 per year per employee. It also adds up $6 for handling and distributing the paper. Furthermore, it will save on maintenance and storage costs. Digital forms enable employee to access documents quicker than using paper, they can almost instantly respond to customer questions or make their changes.

#2 Access anywhere at anytime

With digital forms, data can be organized quickly and with ease, which makes sorting the important data easy and is kept in synchrony for the users to access it from anywhere. Digital electronic forms provide access to every form from anywhere, at any time. They can easily be converted to mobile forms, ensuring that the data is captured accurately for processing.

#3 Greater document security

The security of the information stored in digital forms is much greater than the security of documents that filed on paper. In addition to the fact that it’s easier to restrict the access to confidential information stored in digital forms, it is also easier and less expensive to make backups.

#4 Less space on file storage

Freeing the space on file storage is also one of the main benefits of paperless office. A digital document management system allows companies to archive everything in the cloud, so the space that is saved can be dedicated to expanding officers or other uses that bring more value to employees.

#5 Reduce environmental impact

As more companies see the environmental impacts, tree-saving effects of going digital wherever possible. For some people, the importance of a paperless office is not only about the business and workflow advantages, but also about being considerate of the world at large and eliminating as much consumption and waste as possible.Ready for your digital transformation today? Talk to us and we will be happy to help your company in digital transformation.

What is Paperless Office? And How It Benefits Your Company?