Why go paperless?
Over the last decade, we have undoubtedly seen a growth of digital and an increase in electronic communication. Considering this, it surprises us that the average UK office worker still uses 50 sheets of paper per day in unnecessary printing and photocopying. So, how can businesses actually reduce the amount of printing and photocopying that takes place daily?
ADDS recommends secure offsite storage combined with scanning and uploading files to an Electronic Document Management (EDM) system. No printing or photocopying is necessary as files can be accessed, edited and shared electronically at the click of a button. In this blog, we outline why it would be beneficial to do this and go paperless (or paper-light!)
Gain office space
Leased office space is expensive. Too often, we visit offices that have file cabinets and rooms that are full-to-bursting. By storing your files offsite in a secure records centre and having them scanned, you can free up valuable office space to make more room for generating revenue for your business.
Nothing is more inefficient than having to print copies of documents when you need to share information with your colleagues. Document scanning allows you to share and distribute documents digitally, just by clicking your mouse.
Enhanced Information Accessibility
Searching through filing cabinets to find documents wastes time and money. Document scanning converts your paper records to easy-to-find digital files so you stay productive and profitable.
Once documents have been scanned, these electronic documents are instantly and simultaneously available to everyone who needs them. That means improved teamwork, reduced waiting times and less risk of loss or damage.
Those 50 sheets of paper each office worker uses per day cost money, especially once you multiply the paper cost by all the employees in your workplace. Plus, you have to consider the cost of printers, copiers, toner and fax machines, as well as the cost of filing cabinets, storage and people to maintain them. Instead, all the information in those boxes and filing cabinets could be stored securely on an EDM system.
Electronic documents are more secure than printed ones because digital records can be rendered unreadable through encryption, and they can be secured against printing, copying and sharing. Access controls can determine who can access specific files, and audit trails can reveal who accessed what documents and when.
Please contact the File Queen for a free consultation or further information firstname.lastname@example.org