Companies around the world are swiftly transitioning from a traditional paper document system to one that is purely online. With countless documents, records, and files that need managing in businesses today, technology has provided us with an efficient way of streamlining our processes so we can maximize efficiency. Companies are moving away from paper in favor of digital because the information is more accessible, easier to back up and protect, and it’s the environmentally friendly thing to do. Read on to learn why companies are going paperless.
Have you ever needed a certain piece of information but were unsure where to find it? You know it’s in one of your office documents and now have to dig through a filing cabinet to find it. Or maybe your coworker has it and now you have to wait for them to give it to you. It is so easy for physical files to go missing. Duplicate files can lead to confusion and questions about which file is the most recent and up-to-date.
These are frustrating experiences that are often time-consuming and interrupt employees’ productivity. But when your company information is digital, all your files will be in one place and your employees will have access to information with the click of their finger or a quick search. It also means that employees will have access even when they are traveling or working from home.
Backups in Case of Disaster
Physical documents can easily get damaged or lost during natural disasters such as floods and fires. While it is possible to have physical backup copies, they can be expensive to make and store since you’ll likely want to have these in a different location than the original copies. Keeping your files available on the cloud is an inexpensive and efficient way to keep them safe and secure.
Physical documents can easily get misplaced, which means it can be difficult to control who has access to certain information. Digital-based systems have security that can determine who has access to which file and help track who sees it. These security methods help companies comply with data protection laws such as the Fair and Accurate Credit Transaction Act (FACTA) and Health Insurance Portability and Accountability Act (HIPPA).
The average office worker uses 10,000 sheets of paper per year, not including notebooks, envelopes, and other office supplies. 45% of that ends up in the trash. When companies go paperless they are reducing the amount of waste their company is contributing to the environment. Consumers love it when they see businesses make an effort to be more environmentally conscious with their actions.
How Do You Go Paperless
The first step when thinking about transitioning to paperless is to identify how you use paper. This involves asking questions such as: who prints what and how often, and how is paper being distributed and stored. Next, you’ll want to choose the right digital system for your company and start slowly making the transition. It’s unrealistic to assume that you can go paperless all at once, so find a reasonable timeframe and make the transition slowly.
After you have made the transition, you’ll want to shred all your paper documents. Leaving documents around the office will take up space and put your company’s confidential information at risk. We recommend scheduling a one-time cleanout with PROSHRED® DFW. Our state-of-the-art mobile shredding trucks will come to you and make cleaning out your paper documents easy, economical, and efficient. Our quality shredders will ensure that everything has been properly destroyed and we will even take the shredded documents to a local recycling facility afterward.