Cloud paperless office7/28/2023 The magical charm of paper has its advantagesĭespite the arguments in favour of going paperless, there is social resistance to doing away with paper. It’s true that moving towards a paperless office means having to invest in more screens, and some businesses baulk at the cost, but numerous academic studies show a rapid return on investment. For international teams in different time zones, working in collaboration would be practically impossible if they relied on paper documentation. Most office employees spend at least one day a week working remotely so being able to access documents in the cloud, or on the company server, makes their lives easier. Digital storage makes it faster to retrieve documents and easier to back them up. Companies today like to stay agile, moving offices when a better option arises and it’s easier to transfer data digitally than lug around reams of paper. Of course, data security can be an issue and businesses must implement strict controls on access to sensitive information.Ī paperless office is well-suited to flexible and modern working practices. There’s no danger of them being destroyed in a fire, or flood. With the cloud, every change is saved instantly and it’s straightforward to create multiple versions of documents. With a DMS, it’s also impossible to lose or misplace documents, a common occurrence with paper storage. There only needs to be one master document. A cloud-based document management system (DMS) allows documents to be tagged digitally, meaning they can be retrieved in different locations without having to make copies. Smaller companies can store all their documents on their own servers, but large organisations will need the cloud, which is ideal for the paperless office. There is evidence, too, that customers respond more rapidly to digital surveys and invoices as opposed to paper ones. Digital storage solutions are available at much lower cost. Gartner estimated that the cost of filing, storing and retrieving paper for US businesses was between US$25 billion and US$35 billion. Businesses save on the cost of shredding services for sensitive information and may be able to dispense with entire rooms and storage units. The US Environment Agency says digital methods save US$80 a year per employee in paper, ink, toner, storage space and postage. There are some sound business reasons to make the effort. Even without reaching perfection, they can save resources, speed up processes and make it easier to back-up data.Ī better target for most businesses is to aim to use significantly “less paper” rather than to be entirely “paperless”. Businesses can go a long way towards becoming paper-free without having to abandon print altogether. It’s fine to believe that paper still has an important role to play, even in a paperless world, meaning that organisations take as many of their operations as possible online. They feel pressurised into banishing all paper from their premises, or they will have failed and forever remain digitally impure. The concept of the paperless office is daunting to a lot of businesses.
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