For the miniscule amount of damage they do to your body, paper cuts hurt A LOT. The amount of paper wads scattered around your trashcan instead of inside it serves as a constant reminder of how rusty your basketball skills are getting. Your drawers are getting too full of documents to fit things that really matter, like some healthy trail mix for the good days and cookies for the bad. Or – let’s be real – it’s cookies for both. There’s a lot of reasons to not want piles of paper lying around. Regardless of your personal reasons, organizations have two big ones of their own – the expensive costs of storage and manual processes, and the excessive amounts of employee time spent on them.
Although 75% of organizations have reportedly considered implementing a scanning solution, only 30% actually have one. According to the Fujitsu survey that reported these numbers, this discrepancy is caused primarily by other initiatives taking precedence. Don’t be so quick to write off the impact of paperless processes, though. Here’s three reasons they shouldn’t be placed on a back burner.
1. Time is of the essence – The need to go paperless is only increasing over time and is becoming a crucial part of keeping up with other enterprises as we enter the digital age. Customers now expect efficient, electronic processes, and with a reported 49% of documents needing to be kept on file for more than three years, storage space will become more and more of an issue.
2. Operations will be improved – Fujitsu reports that employees only spend between 5-15% of their days reading information, but they spend up to a whopping 50% of their time searching for it. That is a substantial loss of time that could be significantly cut down by retrieving documents electronically. Organizations that are using document scanning solutions for electronic document storage rather than filing cabinets and other physical means are reporting much lower operating costs and significantly faster processes, giving them opportunities to make even more substantial changes like document management solutions.
3. Paper storage requires more than just space – The results of Fujitsu’s survey reported an average of 71.3 filing cabinets per location, and a study by PricewaterhouseCoopers LLC calculates that for every 12 cabinets, it takes 1 employee to maintain them. That’s the time of 6 employees per location that could be reallocated to something more important.
The cost of paper processes in productivity, time, and storage space is high, not to mention the cost of the actual paper and postage. Prioritizing the implementation of document imaging and scanning systems can make a world of difference in efficiency across the enterprise. To learn more about how you can start making steps towards a paperless office, watch our webinar recording – “What does Paperless Really Mean – 5 Stages of Efficiency.”