A decade ago this phrase meant little or nothing to the average consumer. Today it is one of the most common topics in the business and technology world. One decade from now, using paper in the office could be as strange as the phrase document digitizing was ten years ago.
Going paperless is a good idea for many reasons. Let's consider 5.
1. Going paperless saves printing costs. At the very least, printing business documents requires printers, paper, toner, and ink. Not to mention, most printers require a fair amount of maintenance over time. Document scanning could save hundreds of dollars in a matter of weeks, essentially paying for itself.
2. Going paperless saves time. Statistics say nearly ten percent of printed documents get lost over time. If this statistic is accurate, document digitizing could redeem much of that lost time and use it in better, more productive ways. Additionally, going paperless means easier, more efficient travel. No longer are employees tasked with carrying thumb drives or reams of carefully selected documents to business meetings off-site. A quick push of a button gives them access to whatever they need.
3. Going paperless eliminates misfiling. Misfiling is an easy yet costly mistake to make. Specifically, scanning documents and adding metadata for easy search is brilliant innovation. No matter how or where things are filed, they are searchable and useful.
4. Going paperless increases security. Believe it or not, paper poses one of the greatest security threats to the corporate world. Important documents--even those under lock and key--aren't as safe as we'd like to assume. Digital documents can require passwords and record timestamps and IP addresses--meaning digital fingerprints are saved every time a document is accessed. Furthermore, entire companies work to ensure document security management, meaning hackers don't stand a chance against tampering with your information.
5. Going paperless ensures disaster recovery. We don't like to think about what could happen--how weather, water, or fire could wipe out everything we need to conduct business as usual. But a savvy business manager will consider all threats and prepare accordingly. Going paperless means important documents are backed up and stored off-site, meaning digital documents can be safe regardless of what happens on site. Basically, business can happen from any location.
Going paperless isn't just for the overly-conscious eco-friendly corporation. Going paperless is all about good business sense.
