Why Implementing Paperless Document Management Could Be a Great New Year’s Resolution

Wadih Pazos December 24, 2014

Why Implementing Paperless Document Management Could Be a Great New Year
Document Management
Blog
It’s nearly the start of a new year, which means your office has a brand-new opportunity to add going paperless to your list of New Year’s resolutions.

Here are some reasons to push for paperless document management.

Pay all bills electronically 

Invoice automation saves time—as anyone involved with the invoice can sign off on it remotely—and money, by not dedicating any expenses to paper or ink.

Deepsky mentioned that paper invoices take up time by creating a need to hunt them down, while invoice automation makes them accessible with the click of a button. MoreBusiness.com added in a blog post that even sending invoices through email in a PDF file can allow employees to directly track it, which means it’s difficult to lose.

Use paperless communication

Introduce employees to paperless documentation by encouraging paperless meetings where they can use tablets, screens, and software to communicate data in meetings instead of working on paper.

“We go to the conference room and use our large LCD screen to conduct the meeting and go over key figures, reports, initiatives and projects,” Jovim Ventura, founder of InoPrints.com, told Business Management Daily.

Encourage electronic documentation

Also encouraging employees to scan all their documents instead of keeping paper copies, as this can help them move toward a paperless environment.

Discourage printing by setting a print quota for employees or by keeping staff members in the loop on the number of papers they are printing. Business Management Daily recommended business owners have one or two heavy-duty printers in a central location, which can help lower the paper count.

Use cloud technology

The cloud has become huge in the paperless environment, and for a good reason. This technology allows many to access the large amounts of data capable of being stored in it.

Additionally, Business Management Daily said that if all data is stored on one local server or computer, it is at risk for crashing and being lost. Clouds with backup technology and data are secure and always available to employees.

Cloud and invoice automation technology has made working in a paperless office a lot easier than one might have imagined years prior.

Working with employees with this technology can create an efficient environment for both them and customers. For the new year, considering a paperless office can be a great new resolution for a company.

Wadih Pazos

Wadih founded PairSoft and PaperSave, and he currently advises non-profits on business process improvement and technology.

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