Pare Down Paper
While the goal of a paperless office isn’t entirely far-fetched, it’s not entirely realistic either. Rather than trying to go completely paperless, aim to become a reduced-paper office. This is relatively easy to achieve and still yields many benefits.
The primary benefit is the money saved on purchasing, printing, mailing, shipping, and storing paper. You will also realize increased efficiencies in employee man-hours from the reduced time spent on locating and filing documents since staff can easily retrieve electronic copies from workstations. Additionally, becoming a reduced-paper office frees up storage space, helps the environment, and reduces clutter.
Creating a reduced-paper office involves shifting processes and learning some new skills. For best results, the following areas should be considered:
Equipment
The key to paper reduction is converting hard-copy documents into electronic files. To do this, you need specific equipment, some of which you may already own:
- Scanner. Look for one that is fast and allows automatic sheet feeding and duplexing. Software usually comes with the scanner, but additional programs may be needed.
- Shredder. Find one that can handle large volumes and is reasonably secure.
- Off-Site Data Backup. Make sure to protect critical data and electronic files with a secure Off-Site Data Backup Solution. D&E Communications can help. Ask about our Off-Site Data Center and Data Backup Solutions.
- Document Management System. This feature is part of software programs and enables you to “tag” files with information that can be used to track them later.
Planning
- Think about what you hope to achieve by reducing paper use. Which processes can be most easily automated? Which will save the most time by doing so? Which are currently taking up the most space? Start by converting one area of your business, then move to others.
- Consider the additional costs for storage space. Storing electronic documents may require increased storage space or additional servers.
- Consider the additional costs for storage space. Storing electronic documents may require increased storage space or additional servers.
- Leave plenty of time for the conversion. Set realistic goals in terms of how many documents to process per day, week, or month. Set an ending date at which point your office will be completely paper-reduced.
Workflow
Now that you have everything in place to convert your documents into electronic files, use a process that will make the most of it:
- Devise a filing system. Make sure you know how to categorize each electronic file, and post it in the appropriate folder immediately.
- Develop and follow a regular backup routine. With no paper duplicates, backing up electronic files becomes critical.
- Maintain procedures for hard-copy documents. Keep them as long as necessary to fulfill compliance requirements, after which it is okay to shred them.
Reams of Statistics
Just how much paper is used (and possibly wasted) in U.S workplaces? And how many trees are consumed in the process? Take a look at these eye-opening statistics from ecopreneurist.com:
- The typical office worker uses about 10,000 sheets (20 reams) of paper per year.
- Every five minutes, 30 thousand reams of office paper, or 15 million sheets, are used in the U.S.
- A typical office discards almost 350 pounds of paper per employee each year.
- About 1 trillion sheets of paper are used for digital printers and copiers in the U.S. each year.
- The average document gets copied 19 times.
- 1 ton of uncoated virgin (non-recycled) printing and office paper uses 24 trees.
- 1 carton (10 reams) of 100% virgin copier paper uses .6 trees.
- 1 tree makes 16.67 reams of copy paper or 8,333.3 sheets.
If every small business in the U.S. used one less sheet of virgin office paper each day, it would save 317 trees a day and enough energy to run 5.3 million 80-watt conventional light bulbs for one hour.