The TDSIT Blog

Creating the Paperless Office

Posted by Tim Stanley on Tue, Apr 10, 2018 @ 11:27 AM

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Back in the 90s we were promised the paperless office. Fast forward to today and we're surrounded by paper. But it really doesn't have to be this way. Digital documents can reduce paper use, are easier to store and send, are searchable, and more versatile than paper.

Some Benefits of Going Paperless

Going paperless is beneficial not only for the environment, but for your productivity and bottom line. For example, going paperless can:

  • Reduce clutter
  • Provide faster document access
  • Simplify disaster recovery
  • Is environmentally friendly
  • Can speed up the approval process
  • Facilitate faster communication

These are just a few of the benefits going paperless can give your business.

Taking Your Office Paperless

A paperless office won't happen overnight, but taking your office paperless starts by making small changes for reducing paper use. Consider:

  • Analyzing your current print output. Take stock of your current state try tracking your print-related expenses including printers, toner, paper, repairs, storage, and tech support. 
  • Move applications to the cloud. For example, use Google docs to collaborate, Dropbox to share files, and PayPal to transfer funds.
  • Scan paperwork and sign documents digitally whenever possible.
  • Update Technology. Multifunction printers allow you to scan and send documents and faxes electronically eliminating the need for paper.

Are you ready to make the transition? Give us a call and we'll show you how implementing a digital document system can reduce consumables use, improve security, and lower costs.

green printing 

 

 

Tags: TDSIT, paper to digital, paperless office

4 Easy Steps to Go Paperless

Posted by Tim Stanley on Tue, Apr 04, 2017 @ 12:04 PM

paperless.jpgIn many offices, paper is essential to business. However, with today’s technology it doesn’t have to be. Read on to learn how you can reduce your reliance on paper, and get one step closer to a paper "less" office! 

Paper vs. Digital

On average, office employees are printing 10,000 documents per year. This rate is increasing each year by about 22%... and your costs along with it. Documents must be filed in expensive and space-consuming filing cabinets, to the tune of $1,500 per year per cabinet. Employees often spend up to 30% of their time searching for documents, and lost documents could be costing your business up to $700 each. By day’s end recycling bins are overflowing with documents that were printed, but not needed. (Stats: The Paperless Project)

However, when you go digital, many of these costs are significantly decreased. Digital storage is relatively inexpensive, and takes up little or no room in your office. Documents can be indexed to be searched with just a few keystrokes, saving your employees valuable time. Digital documents can drastically reduce the incidence of lost documents and help you recover quickly from a disaster like a flood or fire that could have easily destroyed your paper documents. Going digital saves time and money and reduces your impact on the environment.

Steps to Get Started

Even with all these benefits, many companies hesitate to get started on going paperless. However, it doesn’t have to be complicated, and most companies begin to see benefits right away.

  1. Audit your current paper usage. Whether through a Managed Print Service provider or using a manual logging system, once you understand what you’re printing now, you can determine where you can reduce your paper use.
  2. Update your equipment. Multifunction printers can scan, copy, fax, and print replacing a roomful of machines, and integrate seamlessly with a digital workflow system, reducing or eliminating paper use for many common tasks. Older equipment can cost you in unnecessary energy usage.
  3. Use cloud-based and online applications. This can reduce paper use for banking, as well allow the transfer of data more quickly and easily to clients.
  4. Change your workflows. Scan documents as they come in, fax directly to email, and utilize digital technology where you can.

Going paperless can save your business time and money. With just four easy steps, you can get started on seeing the benefits of a paper-free office. Contact us today for more tips!

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Tags: paperless office

Why Aren't More Businesses Embracing the Paperless Office?

Posted by Tim Stanley on Wed, Oct 07, 2015 @ 10:02 AM

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Has your company considered going paperless, but has yet to make the leap?  You're not alone; read on to learn what is holding some companies back.

Force of Habit

The invention of the office copier revolutionized the business realm, and an entire culture was formed around the ritual of copying, printing and filing. That ritual is so firmly ingrained in many companies, that they can't imagine managing their data any other way. However, employees who have experienced a secure digital system of indexed, searchable and sharable documents welcome the time savings the technology allows.

Fear of the Unknown

Deciding to implement the change to paperless, and following through are two different things. While most businesses understand the benefits, the magnitude of the job can be overwhelming. Fortunately, advancements in conversion and capture of data have made this process much easier, and can be completed in stages, making the task less daunting. 

Stalling Tactics

After investigating the scope of the work and deciding to transition to a more paperless office, realizing a financial investment is required can force some businesses to put it on the backburner.  They don't realize that the process can be done gradually, as time and money allow, making it an affordable option. 

Failure to Comply

Many find change uncomfortable, and prefer to stick with what they know. The thought of having to learn an entirely new system of data management or relinquishing control over their current system can be a deterrent for some.  Going paperless doesn't mean you'll never use paper again - it's more about reducing paper volume rather than eliminating it entirely. 

Every organization wants to increase efficiency, production and their bottom line, and going paperless can help to achieve all three. Partnering with a Managed Print Services provider can help make the transition to paperless a seamless one. 

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Tags: managed print services, controlling office print, document management, scanning, Small Medium business, paper to digital, paperless office

The Paperless Office - Pipe Dream Or Reality?

Posted by Tim Stanley on Wed, Jun 18, 2014 @ 01:38 PM

paperless office1When we were kids, we were promised many great things in the “future”. By now we were supposed to have flying cars and two-way wrist radios (ok, we did get smartphones and smart watches) but the biggest promise was the hope of the paperless office! The term, first coined by marketers 50 years ago is still not a reality. Businesses even today, can’t go completely paperless but we’re getting closer all the time. Here are 9 quick tips to move your company closer to a paperless future.

  1. Institute print monitoring and begin to track your paper usage. – Knowing is the first step towards reducing use. Tell your employees that you are monitoring print output and enlist their help in keeping track. Use print logs to track use.  Bonus – studies have shown that simply informing employees they are being monitored can reduce print output by 10%.
  2. Go paperless at the bank and with service providers – Have the phone company and other vendors send electronic invoices. Make an effort to pay bills online to eliminate checks, envelopes and stamps. These savings can add up!
  3. Put in a recycling bin. – A low-tech approach that can raise awareness of your company’s paper use. Plus it moves your business towards sustainability.
  4. Eliminate physically signed internal documents. – Take as many non-essential documents online as possible. Institute an electronic signature policy to help reduce output.
  5. Eliminate your fax machine. – Replace faxes with editable documents (pdfs) that can be submitted via email or the web.
  6. Cut your print output in half by printing two-sided documents.
  7. Replace multiple machines with a Multi-function printer. – Replace your fax, scanner, copier and printer with a single MFP. You’ll use less energy, paper and consumables.
  8. Use OCR software. – OCR software lets you turn documents into editable files that can then be shared online.
  9. Use smartphone apps like CamCard or WorldCard. – Use your phone to instantly turn business cards into digital contacts.

Reducing your paper use is a process. Small steps lead to big savings. Cutting paper saves money and brings your business closer to sustainability. The paperless office isn’t here yet, but taking these steps brings it one step closer to reality!

Click here for your free e-book and learn how your office can begin to go paperless!

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Tags: software solutions, green printing, true cost of printing, paperless office, regulate printing, MFP