5 Benefits of Running a Paperless Office
Many businesses today are making the decision to go paperless, or at least go partially paperless. Companies from banks to construction companies to medical facilities are discovering that going paperless has a lot more benefits to offer than just saving the environment. It is important for all businesses across the country to understand how going paperless will not just help the environment, but will improve their overall operations by using workflow management software and business process automation software. Below is a look at the top benefits of running a paperless office. Combined, these benefits can help grow a business and increase overall profits.
Storing paperless files, documents, and forms electronically will actually help to improve the productivity of any office. The staff will be provided with instant access to all the company files, records and forms they need to complete their tasks. This will eliminate any wasted time spent searching for these records. In addition, electronic filing allows several employees to view the same data simultaneously, allowing them to complete their work more efficiently.
Substantial Cost Savings
Paperless storing of files and documents will also save businesses a substantial amount of money over the course of the year. Studies show that the average office worker uses about 10,000 sheets of paper each year. For example, imagine the cost savings a business will receive by not needing to purchase this much paper because of the use of a web form builder. In addition, companies will see a decrease in their ink, toner, and copier expenses as well as a reduction in storage and shredding costs.
Improved Security of Files
As long as there is a high-quality security program used to protect the stored data, electronic file-keeping can be more secure than paper-filing. This prevents theft of the company files and also protects all the files in the event of a fire or a natural disaster. Electronic storage also prevents files from being misplaced or misfiled by employees, which can waste hours of staff time searching for these lost files.
Increased Data Consistency
Electronic filing can also help to improve the consistency of the company’s data. Form software can prompt employees to complete all the required fields before saving the data. This will ensure that each form is completed accurately and completely. This type of record-keeping also provides an audit trail for businesses. Companies will be able to track who accessed specific data and who made any changes to the files.
Of course, one of the best advantages of going paperless is the impact it will have on the environment. In fact, paper waste equates to nearly 40 percent of all municipal waste. Even if the company tries to recycle a majority of their paper, a large percentage is going to end up in a landfill and cause environmental damage. Going paperless avoids this waste and has the potential of making a huge beneficial impact on the environment. Companies can also use their paperless status to attract environmentally-minded customers to their business.
The combination of these great benefits is what is attracting many companies to make the decision to go paperless. Any company wanting to make the change to go paperless should integrate a high-quality business process automation software program into the workplace to track and store their data electronically. This will help incorporate a paperless system into the workplace and make it easier for the staff to comply.