How businesses can move to a paperless future

by | Aug 15, 2022 | articles

In the past, all businesses were reliant on paper processes and printing for day-to-day operations. Over time, as businesses have implemented new technologies, they have also reduced their paper consumption, and the move to remote and hybrid work has only further reduced the need for paper. With this being said, most businesses still make use of legacy paper-based systems and are yet to become completely paperless. In this article, we will discuss the benefits of going paperless and how businesses can cut out paper once and for all.

Benefits of being paperless  

Faster Access to Information

When paper documents are moved to the cloud it ensures that employees can quickly and easily access any document, from any device with an internet connection. Although some paperwork, such as employee contracts, may rarely be needed, it is significantly faster to search for the document in a well-organised cloud storage system, rather than a filing cabinet.

Reduced Environmental Impact

Businesses are now more aware of their environmental impact than ever before. For businesses that are actively working to reduce their carbon footprint, moving to a paperless future can have a significant impact. Not only does this mean that fewer trees are cut down to create paper, but digitising processes also means that courier services are no longer needed for sending paperwork, further reducing their operating carbon emissions.

Simplify Disaster Recovery

If a business experiences a disaster, such as a fire or a flood, this can mean that all their paper documents are destroyed. In the past, one method to enable disaster recovery was to have a copy of all paper documents stored off-site. Although this makes it possible to recover the documents, it is much simpler to store digital copies of the documents with a cloud storage solution.

Tips for moving to a paperless future

Digitise Paper Documentation

In order for businesses to become paperless, first, they must digitise all of their current paper documentation. This typically entails scanning documents and then storing them either digitally either on-premises or using a cloud storage solution. Depending on the size of the business, this can be a lengthy process. If a business has an extremely large number of paper documents, it may be beneficial to define the goals and scope of the digitisation process and only digitise paper documents created after a certain date to make it more manageable. During this process, businesses should also consider how they categorise and manage the digital documents to ensure it is easy for employees to find documents.

Make use of Cloud Storage

Whilst there are many different storage solutions for digital documents, none are as versatile and cost-effective as cloud storage. With a cloud storage solution, employees can quickly and easily access files from any device with an internet connection, making it perfectly suited for remote or hybrid work. Also, with most cloud storage solutions, businesses only pay for the amount of storage required, making it possible to move from a CAPEX to an OPEX model. Cloud storage also has many other benefits, such as enabling simple disaster recovery, and reducing the risk of a cyberattack, if the solution is set up correctly.

Implement an eSignature Solution

Although many businesses have already digitised some of their processes, 82% of businesses still rely on paper agreements and contracts that are manually processed by employees. In order to move to a paperless future, businesses can implement an eSignature solution to eliminate the need for paper contracts. A comprehensive eSignature solution also enables businesses to streamline other processes and even track the status of a document in real-time, reducing the chance of delays during projects and creating better customer experiences.

Educate Employees

In order for businesses to become paperless, they must introduce several new technologies and to ensure success, it is essential that employees have training on how to use the technologies and the importance of reducing reliance on paper. For this reason, it is advisable for businesses to take a phased approach, implementing one technology at a time, whilst providing adequate training and documentation around how to use the technology effectively.

How we can help

It is clear that for businesses to make the move to a paperless future, technology will play a major role. To ensure success, businesses need the right tools, and that is where we can help. Drawing from our years of experience, we can recommend the best technology solutions for your specific needs, and then implement them to help you take the next steps towards a paperless future. Contact us to find out more by clicking the get in touch button at the bottom right hand corner of the screen.

Related Articles

How SMBs can benefit from an eSignature solution

How SMBs can benefit from an eSignature solution

Small and medium businesses are constantly looking for ways to deliver excellent customer service, whilst saving time and money. To achieve these goals, businesses look towards digital technologies to transform the way they work. An example of this is an eSignature...

Why businesses should implement single sign-on (SSO)

Why businesses should implement single sign-on (SSO)

Businesses typically have subscriptions to many different cloud services, including everything from Microsoft 365 products to workforce management software. With so many cloud services requiring unique login credentials, employees often reuse passwords between...

~ Your 2023 guide to migrating SQL Server to Microsoft Azure

~ Your 2023 guide to migrating SQL Server to Microsoft Azure

As Microsoft SQL Server 2012  reached its end of life in 2022, businesses still using the service will have to upgrade their SQL server to a more recent instance or migrate to Microsoft Azure. If businesses do not upgrade or migrate, they will no longer receive...