5 Reasons Why Your Business Needs To Go Paperless

Managing company files can be a costly task for businesses choosing to stick with paper documents. A number of factors ranging from excessive financial cost to unnecessarily wasted time can come out of a company unwilling to switch to paperless processes. Here are five key reasons why a business needs to make the switch to a paperless office today.

Saved Space

paperless 2 5 Reasons Why Your Business Needs To Go Paperless By converting your physical documents into digital format, your company could save a substantial amount of office space. Consider how much space twenty-eight three-drawer filing cabinets would take up. Now imagine if every one of them was filled with paper documents. If you were to scan those documents, they could all fit on to just one DVD. A little easier to store, wouldn’t you agree?

 

More Efficient

paperless 5 5 Reasons Why Your Business Needs To Go Paperless Most office workers can appreciate the frustration in searching for one particular document in a mass of stored files and folders. A recent European-wide study found that 32% of offices described their storage system as ‘chaotic’, with a simple task such as retrieving a particular document turning into a mammoth effort. This wasted time could be eliminated by switching to scanned files, which can be indexed and later retrieved on a simple to search online content management system.

Lower Costs

paperless 6 300x200 5 Reasons Why Your Business Needs To Go Paperless Storing important documents onsite will incur a number of ongoing costs, all of which will quickly mount up. Staff time taken up when finding physical documents and cost of extra space needed to store a growing amount of onsite documents are just two of the issues faced with companies choosing not to convert their files into a digital format. Scanned documents can be stored on a company’s server, and staff time previously needed to search for documents is practically eliminated, allowing them to focus on core business activities.

Greater Security

paperless 3 300x300 5 Reasons Why Your Business Needs To Go Paperless In the previously mentioned study, 49% of firms said they stored their paper files onsite and in filing cabinets. Such a system leaves these documents prone to theft or damage. By converting to digital files, important physical documents can be protected in secure document storage. Digital files can also be securely retrievable via an encrypted FTP site or content management system such as DART).

Environmentally Friendly

paperless 4 300x213 5 Reasons Why Your Business Needs To Go Paperless Deforestation and the further production of greenhouse gases are just two of the negative environmental factors that result from businesses depending on using paper in their day-to-day activities. By going paperless, a company can help reduce these damaging factors and join a growing list of businesses working towards a more sustainable document management process.

 

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