Feb 14, 2023 8:00:00 AM
In today’s digital age, many business operations can be accomplished online; thus, organizations are setting their sights on cutting paper usage out of their business practices altogether. It’s an admirable goal, but is it realistic?
To find out, let’s look at some paperless office advantages and disadvantages. The cost of managing a physical paper system can be expensive. First, there’s the cost of paper, then the filing cabinets you’ll need to store them, plus the storage you’ll need to hold all the filing cabinets. Don’t forget you may need to hire someone to keep track of and organize everything. Going paperless completely eliminates these issues.Advantage: Save Money and Space
Disadvantage: Resources are Needed for IT Management and Training
A paperless office will still require company resources. First, with everything being technology based, you’ll need to hire an IT expert to integrate and maintain your data platform. Second, when utilizing new technology, it's important that everyone in the office is on the same page. This means time and money will be required to train employees on how to integrate the new system into their workflow.
Advantage: Boost your Security
An online document management system has advanced technology features including document tracking, password protection, version control, and accessibility filters. With these tools, you can go beyond the traditional safety measures of locking filing cabinets and shredding policiesto safeguard the security of your sensitive data.
Disadvantage: There’s Still the Potential for Cyber Attacks
Moving your data to a solely digital format is a double-edged sword. Even with security measures put in place, there’s still the possibility of a hacker stealing your data. While there are preventative measures you can take against malware, it's worth noting that investing in cybersecurity will need to be a top priority for your organization if you choose to go paperless.
Advantage: Improve Document Organization and Accessibility
Version control issues and lost papers are common occurrences with paper-based operating systems. Paperless offices don’t have these problems because everything is managed online. With a click of a button, employees can search for any document and have a clear overview of its version history, so they know what information is up to date.
Disadvantage: Digitizing Existing Documents can be Difficult
Having all your documents digitized doesn’t happen overnight. Transitioning everything over to a different format takes time and human resources, especially if you have years' worth of pre-existing documents. Even if you decide to filter and sort out what to keep and what to get rid of, making those decisions can be confusing.
Advantage: Going Paperless is More Eco-Friendly
It’s not surprising that going paperless improves your offices ecosystem and is better for the planet. With 50% of a business’ waste composed of paper, it's no wonder that removing paper is a smart, environmentally conscious decision.
Disadvantage: Paper Plays a Part in Compliance
Using paper is sometimes a necessity, not an option. Certain industries—like financial services—require physical documentation to meet compliancy standards. So, if your company goes completely digital, you may face legal ramifications for noncompliance.
Finding a Balance Between Digital and Paper
The truth of the matter is going 100% paperless—while commendable—is not the most practical goal. However, what can be achieved is using less paper. Quality Digital Office Supplies will help you maximize the advantages of becoming a completely digital office while minimizing the disadvantages of being paperless. See, physical documents will always have their place in the office, but QualityDOS’ document and workflow automation solutions will help you cut back on paper in a way that makes sense for your business. Schedule an assessment today and learn how your business can use less paper to gain more control.
