Thursday, April 26

8 Reasons Why Your Office Should Go Paperless

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Many businesses are making the decision to modernise their day to day operations by switching to a paperless office. Not only is a paperless office more efficient, it is also a clear indication to your customers and clients that you are a forward-thinking company.

If you are reliant on a paper based approach to your business, here are 8 reasons why you should consider switching to a paperless office.

1. Save Money

Reducing costs is good for any business. One sheet of paper at a time may not seem like a huge expense, however, when you think about the number of documents that yourself and your staff print on an annual basis, the costs become quite staggering. Once you add in the costs of ink and toner, it is clear that there is a lot of room for improvement. By making the switch to a paperless office you will be amazed at how much you can have a positive impact on your bottom line.

2. Enhance Security

Important documents that are printed on paper alone can be lost, stolen, damaged or copied. To give yourself and your clients greater peace of mind by going paperless, you can have your documents in a secure digital system. You can completely control the level of access you allow to each document, and safeguard against any unauthorised dissemination of information.

3. Help to Save the Planet

It is becoming more and more common for businesses to become as eco-friendly as possible. By demonstrating that you have taken the responsibility to ‘go green’, many clients will appreciate your efforts in this regard.

4. Save time

If you are constantly having to access paper based documents, you may find that you are spending a lot of time going through files, looking for exactly what you need. By having all of your data saved to a cloud based system, you will be able to easily search and organise all of the documents that you require.

5. Access your Documents from Anywhere

After making the change to a paperless management system, yourself and your colleagues will be able to access your documents from anywhere, at any time. This is especially important if you have multiple office locations, or even in the event of bad weather preventing you from getting to your workstation.

6. Have every document backed up

Loss of data or documents can be a disaster, for both your business and your clients. By having an automatic backup system in place for all of your digitally saved documents and files, you will be able to avoid any unpleasant situations that can arise from the loss of data. All of your important files will also be protected in the event of a flood, fire, or other disaster. Being able to access these documents should the worst happen, can make the difference between a business surviving an event like this, or being forced to close.

7. Impress clients

Embracing a digital data management approach to your business will demonstrate to existing and potential clients that you are a dynamic company, able to adapt to the highest levels of security and efficiency. Accessing the information you need remotely during a presentation, is a lot more impressive than looking through a folder and producing paper based documents.

8. It’s easy

Making the switch doesn’t need to be a mammoth undertaking. Companies that specialize in document management systems will assist you a great deal with the migration of documents from paper based to digital. You will also be able to have your staff trained on the new processes and interfaces. After all, it is in the data management companies best interest to ensure that you are comfortable with the transition and using the secure paperless system they provide long term.

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Fiona Thompson

Staff writer / Avid internet junkie / Devoted music aficionado

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