Becoming a Paperless Office: Create a Clear System to Manage Electronic Documents

According to a study by the CAP Venture Group, it is estimated that 80% of information is still retained on paper even though more than 80% of the documents we work with are already in a computer somewhere. According to Xerox, approximately 30% of printed documents are for one-time use only and further studies found that about 45% of documents printed in a typical office are thrown away within 24 hours. Another Gartner study called “Electronic Document Management” revealed that the average document was copied between nine and eleven times.

One of the keys in gaining efficiencies in data management and increasing productivity is to reduce the paper workers manage. A key component to creating a paperless office is to create user trust in finding and accessing data electronically. Employees are inundated with data in multiple formats and finding it more and more difficult to manage the amount of data and be effective and efficient at their job. Without a consolidated system to manage data along with sound file structure and data management guidelines users will tend to keep a ‘backup’ copy of data and records in paper. Although paper does have its uses for work purposes such as reading, reviewing at meetings or processing data, it is not the optimal format to archive, store and file records and documents. When moving towards a paperless office it becomes even more vital that file structures, whether on a Shared Drive network or in a cloud-based system, is well-organized. It is also important that there is a clear and designated location to store data when there are multiple document and record systems available to users. Finally, data management practices need to be clearly defined such as document naming conventions, versioning, and data conventions.

To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.

Becoming a Paperless Office: The Cost, Environmental and Efficiency Benefits

There is a clear environmental need for paperless offices. The paper industry is one of the world’s major polluting industries and one of the largest contributors to greenhouse gases with over 900 million trees cut done annually. The EPA reports that paper is the number-one material thrown away, comprising 40% of our waste stream. According to the National Resources Defense Council, “The pulp and paper industry may contribute to more global and local environmental problems than any other industry in the world.”

In addition to environmental impacts, paper is time consuming to manage. Record keeping constitutes more than 90% of all office activity. Studies indicate that of the paper filed, over 80% is never referenced again! One Xerox study showed that over 45% of the office paper that is discarded was thrown out on the day it was printed. A great deal of time is being wasted printing, sorting, purging, and filing paper.

Then there is the cost aspect of paper. According to the Association for Information and Image Management, the lifecycle cost of a document is over $20, which includes the cost of paper, printing, mailing, distribution, and handling fees. An older study done by Coopers and Lybrand in 1998 (now Price Waterhouse and Coopers) estimated the cost of paper management to be about $50 per document. In addition it takes up valuable real estate, it is estimated that it costs on average $314 per filing cabinet solely for the space it consumes in an office.

Essentially becoming a paperless office could reap the benefits of improved efficiency and effectiveness, reduce cost, and improve the brand and image of the company by becoming a better corporate environmental steward.

Let us help you become the paperless office through our consulting services or our Becoming a Paperless Office training. Contact us to learn more!