In this digital age, a paperless office is no longer a pipe dream. Advances in technology produced devices and software that revolutionized the way businesses are conducted and managed. There are now tools that allow for a paperless document management – substituting volumes and volumes of papers to files in digital format.
Three financial advisors that have discovered the benefits of going paperless are Chal Daniels of Harvest Financial; Mark Stempel of Encore Wealth Advisors, and Jim Koch of Koch Capital Management.
But the decision to go paperless is not an easy one to make nor is it right for all types of businesses. Seeking the help of technology experts will help small businesses take the first step in understanding and appreciating these tools for a paperless business and at same time they help to make it work for them.
Meanwhile, here are some of the advantages and disadvantages of of a paperless operation to help small businesses decide whether it’s right for them.
Benefits that comes your way:
- Save Time, Money and Space
The capital cost of a printer and filing cabinets, the expense on paper, ink, file folders, and other supplies of a paper-heavy business can be hefty. Filing, sorting and storing these files can also be time consuming, time that can be devoted to more productive activities. And, of course, these files will require space for storage, space that are at a premium. For the long term, going paperless could be very cost effective and could save a business a large amount of money.
In Australia, 1.9 million tonnes of paper end up in landfills every year, while an Australian office worker uses almost 10,000 sheets of A4 paper yearly, half of it ending in landfills, according to a fact sheet of cleanup.org. If businesses would go paperless emission of greenhouse gases will be considerably reduced. In addition, a paper-heavy office also contributes to the environment degradation with the power consumption of printers plus the dumping of ink cartridges and other supplies.
- Mobility, Accessibility and Efficiency
A paperless office can be run or managed anywhere since all the data a business owner needs are at the tip of his fingertips and his entire business in his pocket, especially if he’s using a mobile device. This will allow him to be productive even when he is away from his brick and mortar office. A digital file system is a lot more efficient than a filing system kept in filing cabinets. Organizing, tweaking and searching for files will no longer be a problem.
Hardship’s in using the Technology:
- File Security and Protection
Digital files can be lost if the system crashes, but this can be avoided by having back-up files in another place. Routinely backing-up files is a good practice to protect the files. There is also the danger of the data being compromised or “stolen,” particularly sensitive data anout the business. Solutions to such a dilemma are restricted access, local notebook or server or encryption.
- Transition or Implementation takes Time and Determination
Going paperless cannot be done overnight, and the transition and learning process can be tough on the part of the business owner and staff. But, with the help of technology expert who can help out both in the implementation and training, the process can be done smoothly and efficiently.