Why You Should Be Proud To Be Paperless
Paper related costs are linked to the way information is managed in an office. Savings are possible when an organization thinks through its information management processes. Here are a few ideas...
You are reducing your photocopying costs
Did you know that 12.5 million tonnes of paper and cardboard are used annually in the UK? How much is photocopied in your organisation? Could these documents be scanned and the information passed electronically instead of photocopied? It's not just the cost of the paper; think of the cost of the toner, delivery of new toner, photocopier leasing and/or maintenance, etc.
You are using your space more productively
Physical space is a premium cost. People need space to work productively and don't want to feel closed in with files, overflowing in-trays and filing cabinets. What's the cost per square foot of all that space? Are you really using space to your advantage? What would life be like without all those filing cabinets? Calculate the cost of storing your archived documents; don't forget to include the cost storage boxes, retrieval of a file if necessary and the eventual cost of disposal. If start heading towards the paperless office, storage requirements become obsolete as all your documents are now stored electronically and backed up.
You are securing your documents
Do you lock your cabinets? Who manages who has access to what? Is it too much trouble to secure filing cabinets from prying eyes? Go paperless and give people permission to the information they need. In addition, you now have greater control and can do thinks like give permission for certain people to view but not remove (delete) etc.
You are avoiding paying suppliers double
With a paperless office there is less chance of losing a document such as an invoice and having to request a copy. This does happen and invoices typically between £1,000 and £4,000 get paid again simply because both the original and the copy were both approved for payment. Can you really be sure that you haven't accidently paid a supplier twice? Do this a few times during one financial year and you've already paid out the equivalent of buying a solution to solve this problem.
You are protecting from water or fire damage
Let's say smoke sets off your sprinkler system... There are two ways to protect your documents: 1. Invest in good quality fire-proof and water-resistant cabinets. These cost around £900 each for a four drawer cabinet that will give 90 minutes of fire protection or, 2. Invest in a good quality Paperless Office system which, aside from all the other features and benefits, will mean that all your documents are backed up along with all your other valuable data.
You are making access to information quick
To get at information you probably have to walk to were the document is filed, pull out the file or folder and leaf through until you've found what you are looking for. With a paperless office system, it's easy to find a document without leaving your desk! Go to your virtual filing cabinet and search for what you're looking for, for example, all documents relating to customer A between January and March and voila! There it is. You can do all the usual things that you would have done with a paper document; make a copy, e-mail on, write on it. Imagine how much time an auditor would save searching for documents? Make a note to negotiate on audit fees once you've got a system in place.
You are gaining access to information from anywhere
Remote working - great - working from home or another remote location has its advantages but one of the downsides is not having all your papers unless, of course, you decide to fill your rucksack with everything that you might just need. No problem now. With your paperless office solution you'll have access to everything.
You are going Green
Do your staff and customers see your company as one that is doing its bit to help the environment?
PS Please try not to print this!