Save Space In the course of a normal year, the average company receives, sorts, delivers, files, shreds or discards an enormous volume of paper. Employees also copy and print these same documents. Both the original document and its multiple copies require storage. This is typically a personal filing cabinet or a drawer at each desk, but it may be a set of filing cabinets or an entire file room. Because office space is usually rented by the square foot, a company may pay thousands of dollars each year to house its file cabinets. And, industry studies tell us, once papers are in file cabinets, 80 percent of them are never looked at again. A paperless system then, frees up filing cabinet space, lowers the cost of rent or makes room for more employees.

Save Money While it’s easy to see the economic benefit that come from eliminating filing cabinets, the other savings gained by going paperless are far more significant. A paperless business can manage with a leaner staff. In a paperless system, you won’t be paying employees to file, copy, look for or dispose of documents when they are no longer deemed useful. Needed files are cataloged, easy to retrieve and easier still to work from. Authorized employees can access files without making expensive copies. Your staff can better assist your customers and have the time to help build a more better business and focus on business goals.

Be More Secure In addition to being a money saver, the secure access and accountability of a paperless operation allows you to be both more regulation-compliant and better protected from disaster. In a paperless system, you can back up your electronic files in several locations to protect against local disasters like fires or floods. You can also institute a complete tracking and audit trail to ensure that you know who has access to all your vital data. For industries with strict regulatory oversight, like medical and legal services, this is essential and difficult to do with paper documents. Paper files sent from one department to another by many different staff members are an easy way to breach privacy. A paperless system can have multiple provisions to safeguard this privacy and keep your company more regulation compliant.

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