What are the benefits of a paperless workplace?

What is a paperless office?

A paperless office is a workplace that has minimal paper-based processes and relies on digitized documents instead. Some organizations prefer the term “paper-light” as many offices and departments cannot completely eliminate paper files because of process or compliance requirements.

Regardless, reducing the use of paper helps accelerate an organization’s digital transformation journey. This typically involves transitioning to an electronic paperless document managing system that digitizes files and stores it in a central repository.

The benefits of going paperless

Corporations in the US spend more than $120 billion per year on printed forms alone, most of which become obsolete within three months and end up in the trash. On top of that, office workers spend 30-40% of their time looking for documents in physical file cabinets.

Some of the most paper-intense departments are human resources, accounts payable and receivable, facilities management and customer service, which deal with a high volume of applications, resumes, receipts, work orders, invoices, bills, and more.

Evidently, working with paper documents creates problems that prevent an employee from being productive and an organization from saving costs. Adopting a paperless system can solve these challenges and achieve benefits like:

Saving time spent on locating and retrieving physical files.
Digital documents can be easily organized and indexed, which makes finding the files you need much faster with search capabilities. As documents become more accessible, the time taken to retrieve files is significantly cut down so your team can be more productive and focus on other high-value tasks.

Promoting collaboration among team members.
Staff are able to share files digitally without printing and view updated and past versions of documents. This minimizes the steps and optimizes the workflow when working together on documents.

Improving security of information.
Access rights can be assigned and revoked according to user level and document type. With granular security settings, confidential and sensitive information can be tracked and protected against misuse and unauthorized changes. This also reduces the risk of loss and theft.

Saving costs spent on printing and storing documents.
Eliminating the majority of paperwork helps you save money spent on paper and filing cabinets, as well as other costs like photocopier ink and office stationery.