Reducing paper in the office

Whichever sector you work in, organisations are continually looking for ways to become more efficient and cost-effective.

Across organisations, people seriously underestimate how much paper they hold and the precious operational time taken to find lost documents. Take a few minutes to check how many filing cabinets and boxes you have then start multiplying! A filing cabinet can hold as many as 16,000 documents, whilst an archive box around 2,500 pages. Even box files can store 500 pages, while a document folder up to 150 documents. Surprising isn’t it?

What is document scanning?

Document scanning allows you to digitalise the document to a file format that suits you and your operation. There are a number of options to choose from including PDF, TIFF (.tif), and JPEG (.jpg). bear in mind that PDF and TIFF are both formats that can be used for multi-page documents. Specialist equipment and software are needed, particularly if you’re looking to digitally index images.

This project could also be the start of helping your business towards a paperless organisation. And there are big savings and other benefits to be realised. Further, having reduced the volume of paper in your office – how are you going to ensure that you won’t be in same situation in 12-months?

What are the benefits of digitalising your documents?

Finding and accessing your documents
Digitalising your documents makes 24/7 access and retrieval to documents easier – using different devices. Within teams and departments, documents can be shared and stored safely across authorised users – and nobody ever needs to leave their desk.

Reduced costs
The same document can be duplicated, faxed, manipulated or combined at the same time at no cost in terms of paper, printers and secure paper storage and disposal. You are also better able to use valuable office space through clearing filing cabinets and archive boxes.

Secure systems
Digital documents can be kept on secure servers or the cloud using a document management system with only authorised users able to access them.

Better perception
Operating more efficiently is better for everyone. It has an impact on how you are perceived by customers, suppliers and the market as a whole. It certainly improves the customer experience and their expectations.

Kinder to the environment
A scanning project should run hand in hand with the introduction of a document management system to ensure you continue to reduce paper usage going forward. Less paper means less destruction of trees, and less paper waste in already packed landfill

Planning a document scanning project?

There are very few projects that are straightforward. Remember to plan ahead to fully understand the requirements and the volume and type of documents that you are storing. Have a look at our blog on the 7 steps to a successful document scanning project.

Please call BPMS if you want further information around helping you reduce your storage requirements – whether looking to carry out a document audit, scan documents or moving towards a paperless office.

For more information, go to www.bp-ms.co.uk