Paper vs Digital: The Power of Going Paperless

By: Batool Abu Zaghleh 

Have you ever imagined a digitalized world where you don’t need to use a single piece of paper in it? Well, welcome to digital transformation.

The idea of creating a paperless office was first theorized in 1975 by Vincent E. Giuliano. Almost five decades later, many offices have not managed to make the leap to a paperless environment.

What does it mean to go paperless?

Going paperless is the act of limiting the use of paper in an office environment by converting paper-based processes into a digital form. For instance, you can request tasks, give approvals, and file documents without the need to use a single piece of paper. Thanks to software systems that can be tailored to suit the needs of your business.

Why are there companies that have not gone paperless yet?

Many companies didn’t have the chance to go completely paperless due to some obstacles, such as the lack of management initiatives or mandates and not taking the initiative to provide the tools for digitalization. Another reason is the need for a physical signature on paper due to legal issues. Moreover, some people prefer paper for handling and reading probably due to their lack of understanding of paper-free options. In addition, dealing with customers or vendors who still use paper can make it impossible to be completely paperless.

Why going paperless is important?

Digitalization is crucial and effective in many aspects. It helps in increasing efficiency and saves a lot of time. In addition, it lowers expenses spent on ink, papers, printers, and working hours. Moreover, it provides the ability of data backup, so no matter what happens and wherever you go, your data will be safe and protected from any crisis. And from a different perspective, it is good for the environment because using less paper is better for the planet.

What are the right steps for going paperless?

Read these simple measures that will guide you in your switch to digitalization:

• Take the initiative and be willing to change: set goals for each department and make a plan for the transition to an electronic document management system.

• Have your employees on board for change: make sure employees know about the time, energy, and money saved through digitalization.

• Organize your paper documents and files: now you’ll need to create a unified system, then divide the papers of each department. Also, you need to get rid of unnecessary documents to avoid clutter and make sure that all employees are following the same system.

• Get the needed software: you need to find the right digital document management system to aid the process of going paperless. You should also consider using a workflow/BPM system for automating your business processes.

• Deliver the necessary training: make sure to get the right training for you and your employees. Training is necessary because without it the employees won’t be able to understand how to automate their work or use the software.

• Start filing electronically: one of the most important tips for going paperless is relying on the right scanner to make the transition. With employees trained in the software, you can start scanning old documents or, when needed, the new ones and file them electronically.

• Share with your clients and vendors the digital switch you’ve made: tell your customers and vendors about the digital switch you’ve made. Make sure to send out an email addressing any concerns regarding security and tell them about all of the benefits they’ll experience from the switch.

If going paperless sounds like something your company is interested in, check our software products here. For example, ESKA Workflow can help you automate your business processes while ESKA DOCS is a comprehensive document management system for all your archiving needs.