For centuries, paper has been the primary means of recording written data. However, in recent years, there has been a shift away from this traditional method. The introduction of computers to offices was meant to eliminate the need for paper, but as the office started accumulating more and more technology, the use of paper increased. With this increase in usage came the need for more storage and a rise in costs to meet the business needs.
Many leading businesses have identified that they are literally burning money by using paper, and have started moving towards a paperless office, which has resulted in considerable time and money savings. Despite this, many companies are persisting with a paper office. So, what is best for your business: Paper or Paperless?
Three Key Areas
When considering whether to be a ‘paper’ or ‘paperless’ office, there are three primary considerations decision-makers need to take into account – workflow, storage, and security.
New developments in technology have made it is easier to collaborate on many projects without the need to print out reams of paper. Many solutions allow staff to work on the same document or project at the same time and make adjustments and suggestions in real-time. This has several advantages over paper-based offices regarding productivity and cost-effectiveness. Employees don’t have to print out multiple copies and then collate all the data by holding a meeting. This can all be done from the comfort of your desk, allowing you to continue with other essential tasks.
Paper takes up a lot of room, and then there is whole hassle of needing to find old documents or reports. This can take a lot of time, especially if someone hasn’t followed the usual storage protocols or has misplaced a document. A paperless office eliminates these frustrating problems by creating online storage archives, allowing workers to quickly find records by using a keyword search.
One of the main objections to paperless offices is the security of the systems that manage the documents. We live in a world where many sophisticated viruses and hackers are looking for ways to get at data. Therefore, many companies decide to stay with the traditional ‘lock and key’ approach. However, that system carries just as many risks for the integrity of the company. Paper records are easy to lose and subject to tampering. Also, as many business and governments around the world have found out, documents can be easily left in a copier room for unauthorized people to see.
In fact, there are many more ways to secure online documents and systems such as encryption of sensitive documents, backing-up of data, and time-stamping of documents.
If you have decided paperless is the safest and most efficient option for your business, you’re not alone. Many companies are moving in that direction, and Caltronics can help you make the transition seamlessly.