Reasons Why Your Office Should Go Paperlessby Kevin Devoto | 23-10-2019 07:08 |
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As you check your email and click the Facebook invitation to Sarah¡¯s party this weekend, checking your PC¡¯s calendar to be sure you¡¯re free that day, did you ever stop and consider that you saved at least three pieces of paper in only a few seconds? Not only was there no physical envelope to open with an invite inside of it, but even your calendar is digital. Small, daily examples of technology replacing paper happen without you even realizing it and paperless systems are only going to overtake more and more processes. As the years go by, it is slowly becoming clearer: Paper is becoming a thing of the past. You might think that sounds a little dramatic, but consider the reasons why it¡¯s a better idea if more large companies use less paper. Better SecuritySensitive documentation comes in all different forms: Whether you work at a school, a doctor¡¯s office or are the mayor¡¯s secretary, there are many items that do not belong to the public¡¯s eyes. Paperwork is something physical that needs to be disposed of in a certain way, lest it ends up in the wrong hands and causes trouble in some form or another. Implementing a document management system not only files sensitive documents away almost lightning-fast, but it also contains different levels of security for users. You can set some files to allow everyone access, some that only grant a group of people access and still some that only one person can access. Compared to the shifty nature of actual, hard documents, this is a much safer option than paper. Copies can be made, paperwork can be pieced back together and all in all, it can become a bad situation very quickly. More ConvenienceIf you¡¯re getting ready for a big presentation at work, when was the last time that you dragged out the poster board and construction paper to really wow the boss? If your answer was ¡°elementary school,¡± then you likely have worked with programs like Powerpoint or Slides before. These are only two of many slideshow-making apps, and only one example of how paperless options make everyday life at work more convenient. If you¡¯re not sure of other ways that businesses going paperless is more convenient, there are plenty more examples that you¡¯ve probably grown desensitized to after so many years of use.
Earth FriendlyAllow your inner orange dude with a mustache to start barking at you every time you toss a piece of paper in the trash can. By using less paper, you¡¯re making your dent — however small — in saving the trees.
Data Storage is MinimalizedUploading things to the cloud used to sound so mysterious, but nowadays it¡¯s second nature to drag-and-drop documents to your storage application of choice. And making backups of whatever you need is as simple as left-clicking and selecting from a menu. Now imagine a world that relies on paper documents, copies of those documents and also needs a place to store it all. Some things, like legal and government documents, do need to be physically copied for record-keeping reasons. However, backing up things that don¡¯t need to be printed, like photos and copies of the spreadsheets you need, has never been easier. Think of all the room that you could save if your office had fewer filing cabinets and more open space. A ¡°paperless office¡¯ might be the latest buzzword in the business realm, but don¡¯t let it be just a fad in your workplace. Even though it¡¯s good for the environment and makes life easier, remember that it¡¯s going to be a reality for most businesses before too long. Technology is an ever-changing industry and before we know it, there will be a digital copy for everything. Stay ahead of the game by being an early adopter of the paperless culture. |