How (and Why) to Go Paperless?
How (and Why) to Go Paperless?
Is your office still having many filing cabinets and piles of paperwork? With businesses depending more or more on electronic communication, the Age of a paperless office is more or less here. It is true that small manufacturing companies, law agencies, salons, restaurants, shops etc are facing problems in transforming their office to a paperless one. Find out why to go paperless, and how to go about the process.
Why Go Paperless?
- Time-consuming – It takes more time to find information in paper records. In comparison, you can retrieve and search and index digital documents much quicker.
- Higher costs – The cost of paperwork is much more. With digital records, you can remove the need to purchase document storage space, maintenance service contracts, toner and printers.
- Safety – If there is a flood, earthquake, fire etc in your office building, all your paperwork will be gone for good. However, you can back up and store digital records in servers in a secure location – possibly cloud servers.
- Lack of clutter – Paper documents can look very messy, as these take up a lot of space. All the records of your company can be stored on digital devices, such as laptops. You can transport the documents easily through digitization when you move to another office. There is also the advantage that there is no need for a large office. Thus, you can take up a smaller office and save on rent space.
- Eco-friendlier – As the need for paper increases for documentation purposes, the environment takes a hit. There is more felling of trees, often indiscriminate, which can ruin the harmony of the ecosystem. When you go digital, you can prevent unnecessary deforestation, reduce greenhouse gas emissions, lower water or air pollution and save on energy consumption for paper and pulp production.
How Can You Go Paperless?
- Use cloud storage facilities – The implementation of such a paperless document storage facility can help you to backup and store important documents and files in a secure way. Other than lowering the use of paper, this type of storage lets you share files with customers and workers without using costly mail or fax services. With off-site file storage, the access to documents can be controlled and made securer.
- Change over to digital receipts – If you have a business that involves actual transactions, such as a retail shop, restaurant or salon, opting for digital receipts can be beneficial for your customers as well as for you. It can reduce the costs of ink and paper for your business. This is one of the smartest small business tips.
- Try paperless meetings – Benefit from IT technology rather than printing handouts to offer for meetings. You only need a basic HDMI cable in order to project a slide presentation from your phone / laptop to a projector or TV. Once the meeting ends, you can share the presentation through Cloud with participants.
- Use scanners for copying documents – Scan existing paper documents into PDF format. Upload copies of the same to the cloud server.
Clearly, there are many benefits of going paperless and you can follow smart ways to do it.
Ready to transition to paperless operations? Let’s start with your accounting and tax records. At Efortles, we strive to digitalize all the paper trails so your records will be safe, secure and easily accessible. Find out more about Efortles – A flat-rate subscription service for your accounting and tax needs.