Benefits of a Paperless Office

Introducing the paperless office

The paperless office is the first step toward digital transformation in your organization. It refers to the deliberate removal of paper from processes, with the goal of improving efficiency. Digitization is at the core of the paperless office.

What does it mean to go paperless?

Information that started as paper is transformed into electronic form. Documents are scanned, indexed, and stored securely in a central repository for easy retrieval.
Processes that were manual are now automated. For example, the right document management system will integrate with other applications for streamlined workflows across business functions.
You can access electronic documents, any time, anywhere, and from any device. This is critical if you have multiple offices or employees that need access to documents remotely.

What are the benefits of a paperless office?

Here are three key benefits of going paperless and case studies showcasing how companies have benefited.

1. Reduced Operational Costs

Digitizing internal paper-based systems reduces printing and other operational costs:

Storage Costs: There’s no longer a need to purchase filing cabinets or use valuable floor space to store paper or keep hard copies for future reference
Copying & Printing costs: With digitization, you don’t need to create multiple copies of a file for distribution around the office. You can use a digital document management system to store one copy in a central place, for easy access.
Business Process Costs: Because you’ve transitioned from manual to automated workflows, you streamline business processes and save money. For example, optimizing workflows can lead to faster payment collection and a reduction in purchasing costs.
Security & Data Recovery Costs: Securing your data to multiple locations is easy and inexpensive. Recovering that data is even easier, with no impact on business continuity.

2. Regained Time for Productivity

When content is stored centrally and correctly indexed, it’s easily accessible. Employees won’t have to waste time searching for those files and can quickly share information across your organization.
Easy access and the ability to share documents rapidly, speeds up processes and contribut time gains in crucial processes such as invoicing, employee onboarding, and collections. For example, you can speed up automate invoice processing by automatically linking related electronic documents like purchase orders, bills of lading, contracts and more.
You can also save time by integrating applications. For example, by integrating document management systems, invoicing, and customer relationship software, you’ll avoid siloing tasks and ensure the smooth flow of information.

3. Better Security & Compliance

Securing your data is in your best interest. If you don’t, you risk losing business-critical information that can have a negative impact on business continuity and client relationships.
Digital systems let you work in a safer and more secure environment: You’re better protected from security breaches due to document and communication encryption and can control who has access to specific files.
Maintaining compliance with mandates such as HIPAA and GDPR is also far easier, and you’re better prepared should disaster strike: Multiple and secure redundant backups help you effortlessly recover data.

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