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Paperless office: What it is and how it works

In a world dominated by data and information, businesses have to manage and process a vast number of documents on a daily basis. In many cases, the real challenge is that companies need to invest their time, money, and resources going through endless stacks of paper for a simple invoice.  

Of course, with the arrival of office computer software and electronic communication, a good portion of those paper files have now been digitized. Still, it’s not remotely enough to allow companies to focus all their efforts and resources on the core aspects of their business.  

If your business is in a similar situation, continue reading because we have a great solution to all of your paper problems: A paperless office.  

Photo by Wesley Tingey on Unsplash 
What is a Paperless Office

As the name suggests, a paperless office is an environment where people only use physical paper if necessary, leaving the vast majority of documents, forms, and invoices to be in a digital format. In a paperless office, a significant portion of physical papers is converted to electronic files using a process known as digitization.  

In addition to freeing up your staff’s time to focus on more productive tasks, you can save a lot of space by removing those bulky filing cabinets and spend significantly less on paper supplies, inks, printers, and postage.  

Plus, a significant upside to a paperless office is its enviro-friendliness. Paper manufacturers produce greenhouse gases, cause deforestation and global warming, while papers end up in a landfill along with toners and other harmful materials that damage the ecosystem.  

How does it work?

Yes, You can use some measures to drastically lower your paper usage. For example, you can utilize a centralized printer to keep track of paper usage, and you can even print on both sides instead of only one. However, there’s one measure that will set you free once and for all: digitization.  

Digitization is converting physical papers into a digital format and storing them in a digital filing system, the pillar of a paperless office. Using a cloud-based document management solution, you can quickly store, sort, and retrieve any necessary document, even if it’s off-site.  

You can easily manage the workflow, save data, and send work orders using a cloud-based solution. These solutions serve as a digital binder that can automatically report back the findings of the analysis. It allows you to upload unlimited files and oversee them on a centralized, simplistic platform. A significant benefit to these paperless office solutions is that they are regulatory compliant and fully protect your data. 

Bottom Line

Going paperless is the answer to improving productivity, cutting down expenses, eliminating clutter, and creating a smoother flow of information. While there may be some options to reduce paper usage, a cloud-based document management solution will help your paperless endeavor drastically by storing your documents in a safe yet simple platform.  

However, with the wide range of document management solutions on the market, it may be a bit overwhelming to choose the right system that fits your needs. In addition, you need to select a reliable solution with no regulatory compliance issues, as you’re entrusting them with your sensitive information.  

Fortunately, Addmin’s cloud-based document management solution is an affordable, easy-to-use service tailored to your operational needs. Whether you’re a one-person operation or a large enterprise, Addmin’s solutions can help free up your time, energy, and money to allow you to focus solely on maximizing profits. Therefore, contact us and start going paperless right now.