4 Benefits of Going Paperless
If you are considering going paperless in your business, there’s no better time to do so. Scanning and document management technology has made it easy and cost-effective to convert paper documents into digital files. If you’re still on the fence about going paperless, we’ve highlighted four benefits that may help you make a decision.
1. Reduced business costs
Less paper means reduced costs for your business. When your business is paper-dependent, cases of paper must be purchased and kept on hand at all times. If not purchased outright, printers and photocopiers come with leases and service agreements. Digital information, on the other hand, can be shared without the use of paper, printers, or photocopiers, and multiple individuals in different locations can view the same document simultaneously.
File cabinets tend to take up a lot of floor space in your office. The square footage they occupy may represent a sizeable portion of your office lease costs. Fortunately, digital records storage allow you to reduce your office space requirements, reducing lease costs. If you own your office space, floor space previously used for physical storage of documents can be reallocated for revenue-generating business processes.
2. Easy information sharing
In a paper-based organization, information access depends on where your documents are stored and your proximity to them. If you’re out of the office and need to access a paper document, you either have to drive back to office to retrieve the file or ask someone to retrieve it for you. The latter may not be a secure option if the document you need contains sensitive or confidential information, and in that case, they may not even be able to access the document you need. But digital files can be accessed from anywhere, at any time, to support your information access needs.
3. Efficient workflow
Paper-dependent business processes are slow and error-prone. Inefficient filing and retrieval processes and lost documents can result in issues like:
- Lost productivity
- Employee frustration
- Failure to meet customer expectations
- Privacy-related legal issues
However, digital documents streamline workflow processes. All information access is electronic, enabling:
- Automation of tasks
- Faster invoicing
- Responsive customer service
- Document access control and user logging
Replacing paper-reliant workflow processes with digital ones helps your company be more efficient.
4. A greener workplace
When your business reduces its paper dependence, it not only improves your bottom line–it helps keep your business sustainable. Although the United States boasts less than 5% of the world’s population, we consume more than 30% of the world’s paper. By going paperless, your company can play an important role in reversing that trend.
Every business has the opportunity to reap the benefits of paperless business processes. Consider letting a professional document scanning provider help your company transition from paper to digital efficiently and cost effectively.
Richards & Richards provides document scanning and imaging services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.