Digitize Your Information

Paperless Office

Convert paper documents into digital format to to preserve, access, and share information efficiently.

Organizations today remain at the mercy of paper-based systems, despite available technologies to reduce paper usage, if not remove it, altogether.

It’s not a secret: handling paper in business processes is cumbersome, impedes productivity, reduces operational efficiency, and costs money. With the current COVID-19 pandemic it has even become more difficult to manage paper based processes from remote situations.

Learn more about the extent of the paper problem and everything you need to know about the paperless office and how it can help your business.

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 in Electronic Form

Information that started as paper is transformed into electronic form. For example, documents are scanned, indexed, and stored securely in a central repository for easy retrieval.

Automation of Processes

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.

Work From Anywhere

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.

The disadvantages of paper-based processes

Paper-based systems are a costly, impede workflows and pose serious security risks.

The cost burden

Gartner estimates that companies spend between 1 to 3% of their revenue on office printing. If that isn’t enough, this doesn’t even account for the cost of filing, shipping and storing documents — let alone the cost of the actual paper.

In conducting original ROI research studying the cost benefits of investing in content management, Nucleus Research found returns $8.55 per dollar spent for SMBs alone. This report reveals the key benefits and best practices for small and medium-sized businesses to start saving on every dollar and win back employees’ time.

And, let’s not forget the indirect cost: Paper-based processes are a time-suck and remove knowledge workers from more productive and high-value tasks. The time that employees spend on these unproductive tasks could be costing your company a lot of money.

The security risks

It should not surprise you that paper records account for a substantial share in regards to data breaches. After all, paper is, by its very nature, impermanent. Unless you possess a digital back up, you remain vulnerable to such breaches. You’re also open to theft and damage due to natural disasters, such as floods, which can impact business continuity.

Paper impedes workflows

An survey conducted by IDC mentions that the wasted time associated with handling paper leads to a productivity loss of more than 20%. Indeed, many employees struggle to stay on top of daily tasks and workflows because they’re inundated with information and hampered by inefficient, paper-based business processes.

Moving paper through your organization, without first converting it to electronic form, is notoriously slow. Information workers waste time capturing, storing, and routing documents to others due to manual processes.

These tedious manual processes, in turn, reduce operational efficiency and create a “document disconnect,” which results in delays and errors as documents move between critical business functions such as procurement, accounting, sales, and human resources (HR).

The benefits of a paperless office

There are three key benefits of eliminating paper in your business processes.

Reduced 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 and printing costs

With digitization, you can use a digital document and email 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.

Security and 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.

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 contributes to 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.

Better security and 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.

How we support your business

We are a full-service provider for businesses seeking best-in-class information management solutions and expert services. Partnered with the world’s best technology providers, we have the experience and technology to deliver digitization and automation tailored for your team.

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