When most people hear the phrase ‘paperless office’ they conjure up images of a workspace completely void of all forms of paper-no printers, notebooks or file folders in sight.
When most people hear the phrase ‘paperless office’ they conjure up images of a workspace completely void of all forms of paper-no printers, notebooks or file folders in sight. Consequently, this has perpetuated a false expectation that a ‘paperless office’ refers to one that deals strictly with documents in a digital format, causing many businesses to view going ‘paperless’ as an impossible feat.
Ultimately, a divide has been created between the new-age offices who use no paper at all and the organizations that continue to print extortionate amounts of paper unnecessarily. But what about the huge gap in the middle? Certainly, there are companies who only print when absolutely necessary, but is it fair to say that they are not a paperless office?
According to paperless expert Brooks Duncan, founder of DocumentSnap.com, “going paperless is not about doing away with things that work for you or taking activities away; instead, it means that you pledge to not create more paper than you need to. It’s that simple.” Brooks says that to be paperless, you just need to be more mindful of the paper that you use and keep, and eliminate where appropriate.
In other words, going paperless is not about ridding yourself of every single piece of paper that exists in your office; it’s about developing processes that allow you to be more efficient with your time and money while being more sustainable and relying on paperless. These days, most businesses will use software, like Microsoft Office 365, to help them digitalize most of their office operations. By using office 365 reporting services also, these offices can be prepared for any technological issues that they might run into as well. This is just one of the benefits of incorporating software into your business. To further your company’s understanding of Microsoft software, it might be worth looking at taking some of the Microsoft Certifications Exams to ensure that your company has a lot of knowledge of the Microsoft software you’ll be using. To take a look at some of the exams, visiting a website like exam topics might be a good idea to find the perfect one for your company. When going paperless, it’s vital to ensure that members of staff are confident with computers and software, just in case anything goes wrong. Whilst software is beneficial, some offices simply must use paper for various reasons, and in these cases then you might want to consider using something like a managed print service provider to help you manage the printing you need to do and to reduce your environmental footprint.
With this new definition of ‘paperless’ in mind, let’s debunk some common ‘paperless’ myths which are potentially hindering your business’ attempts to go paper-free.
Top 4 Paperless Misconceptions
On croit à tort que les documents sur papier sont plus sûrs que leurs équivalents numériques, mais en fin de compte, le papier crée des risques. En fait, 23 % des atteintes graves à la protection des données (affectant plus de 500 individus) concernent des dossiers papier. Ce chiffre passe à 61 % pour des violations mineures. Il est impossible d'assurer le suivi, gérer les versions et protéger les documents papier. N'importe qui peut quitter un bâtiment avec un dossier rempli de documents sensibles sans que personne ne s'en aperçoive.
With digital documents, however, there are various steps users can take to secure their files, whether through password protection and PDF certificate security or simply using a smart documents platform to track who has viewed, downloaded, or modified the document.
Some take the view that going paperless is futile in terms of environmental sustainability. However, did you know that photocopiers and printers top of the list of energy usage in an office-consuming energy when printing, on standby and in even sleep mode?
En outre, il faut environ 11 134 kWhs pour produire 1 tonne de papier, soit la même quantité d'électricité utilisée par un ménage moyen pendant 10 mois ! En revanche, il suffit d'environ 72 kWh pour alimenter votre ordinateur portable pendant un an, tandis qu'un PC de bureau utiliserait environ 237,2 kWh.
À noter également qu'il faut jusqu'à 24 arbres pour produire 1 tonne de papier. Fabriquer cette quantité de papier consomme aussi 86 375 litres d'eau et génère 998 kg de déchets solides. Peut-être qu'après tout, se passer de papier serait un choix durable ?
Il existe une idée reçue selon laquelle le déploiement d'un logiciel de productivité documentaire et la formation des employés à son utilisation prendraient plus de temps qu'il n'en vaut la peine. Heureusement, encore une fois, il s'agit d'une idée fausse qui circule sur les lieux de travail.
As an example, Nitro can be deployed very quickly over a server, and the software requires little or no training thanks to its familiar Microsoft interface. Should you need to contact our Customer Service and Support team, you’ll receive the support that’s just as speedy-they boast an average first response time of under two hours.
Many people wrongly believe that the costs of document productivity software are too high and far outweighs that of just sticking with paper. Although adopting such a solution involves upfront costs, they’ll be dwarfed by the ongoing spend on paper, ink, and energy your organization will face in the long run.
According to MerusCase, it costs:
- $504 to store 10 boxes of paper/month
- 695 $ pour recycler et broyer 10 boîtes de papier par mois
- $100 to transport paper to and from the office/month
- $100 for incidental shipping and printing fees
- $30,000 to employ a file clerk
What’s more it costs approximately $1.12 to print one piece of paper (including paper, ink, electricity); this multiplied by 150 pages (average amount printed by employees per day according to AIIM) = $168. 1 license for Nitro PDF Pro starts at $179.
As you can see from the above, sustainable consumption of paper-or going paper-lite, as we like to say-is easily achievable. The paperless office is no longer being held back by technological challenges. Everything you need to reduce your paper waste exists. The current barriers are cultural and the fear of change is all that’s standing in your way.
Enable your business to meet its sustainable development goals, increase productivity and speed, and heighten document security by going paperless – Take a free trial of Nitro today