How to Give up Paper and Implement an Electronic System

Paperless offices have many features that help streamline both corporate processes and employee efficiency while improving cost efficiency, as businesses no longer have to spend money on paper, ink, or most other office supplies.

Cost savings and quick payments

Consumer Reports discussed the many advantages going paperless can provide, such as implementing a virtual filing system any employee can use. The top concern for most companies is money – how much is spent and earned, and the paperless office improves cost savings. The source found a printed page of black text can cost up to 12.5 cents.

Invoice automation eliminates postage costs and encourages faster payments. Delivery receipts are typically included, so there’s no confusion about when the invoice arrived – which means it’s impossible to displace. Unlike their paper counterparts, electronic invoices are difficult to lose and easy to organize.

Document management software may also have a complex search engine where reports can be easily tagged and found by employees. This system may also be used remotely. If a program is integrated with the cloud, workers can access the system off-site and work on projects from home or any other place. This new system must be closely monitored, as TheAdviser highlighted how the paperless office does not equate to an organized office. Workers have to be taught how to organize their electronic files and eliminate unnecessary ones.

How to give up paper

Consumer Reports had some recommendations for organizations looking to go paperless. The top one was to ensure security policies exist. There must be a recovery system in place in case the worst happens, whether it be a natural disaster or cyberattack.

Cybersecurity has become increasingly necessary due to the various threats that have come out of the woodwork. All industries are prone to suffer from a cyberattack, so everyone must be prepared for it. Various document management software comes with security measures, such as firewalls and antivirus programs. However, companies have to be sure to do their research on security before investing.

The source insisted on keeping copies of reports, receipts, and documents to convert electronically. This will develop a workflow within the company for employees and get them in the habit of organizing paper documents by approving them and scanning information into the document management system. According to TheAdviser, a paperless office allows employees to feel rewarded, as they can do their jobs effortlessly with electronic documentation. They will develop new skills while using the system, especially through training and new ways to achieve their goals.

It’s important to keep this in place during and after the transition to become paperless, as it’s a key element to organizing the office. Maintaining a sense of order throughout the process will create a coordinated and systematic structure that employees and customers will appreciate.