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Get Up to Speed on a Paperless Office

Adam Groff

April 20, 2015

If you're still sifting through piles of paperwork and your office is overrun with file cabinets, then it's time to go the paperless route.

There are countless benefits with adopting a paperless lifestyle in your office and the transition is easier than you might think.

With green office spaces in mind, here are a few advantages of going paperless:

Increased Space

As mentioned above, with a paper-heavy office, not only are you juggling stacks of paper on a daily basis, you also have to navigate your way around bulky file cabinets. By cutting paper out of your office space, you're freeing up tons of usable space.

Whether you run your own small business from home or you lease office space, creating more room is always a good thing.

By getting rid of file cabinets as well as the copy machines and paper supplies, you can make room for more essential office equipment and save money on the amount of space you lease too.

Cost Savings

Paper isn't cheap, especially when your office stocks and uses bundles and bundles of it each year.

By taking a paperless approach to office life, you'll cut supplies costs and other costs associated with printing and mailing. This includes ink and postage expenses that go along with printing marketing flyers, newsletters, and office documents.

As the article, “Lose the paper! Benefits of a paperless office” notes, the cost savings above are endless, so make the switch now.

File Accessibility

Paper documentation not only takes up room and eats away at your supplies budget, it's also inconvenient when it comes to accessing documents. When your files are stuffed away in a files cabinet, finding the right files and getting them where they need to go is a huge hassle.

By switching from paper to online record and file keeping, you can access office documents from just about anywhere.

Not only that; searching for files is as easy as typing in a keyword. An online filing system is faster and more convenient than dealing with paper files, which also increases office productivity.

Document Security

Keeping your sensitive documentation in paper form makes your information vulnerable to anyone or anything that happens to your office.

What happens if your office is broken into or a pipe bursts and destroys your paper files?

By going paperless, you can store all of your important files and documents on a server or on the cloud. Storing your documents online or on a hard drive also allows you to password protect your files, which adds another level of security.

Making the Switch

If you want to streamline your file keeping or you simply want to go green with your office practices, cutting paper is a step in the right direction. The transition isn't difficult. Sorting through your documents and shredding files you no longer need is a great start.

Using a scanner to transfer the rest of the paper documents into PDF files will help you expedite the transition as well.

From there, you'll want to set up passwords to allow your staff to gain access to the newly established online files when needed.

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