Why are offices going paperless? And how can you make the transition in your own office? Here we will take you through the different benefits of going paperless—including how it can save you time and money. We will help you develop a transition plan and implement the 4 key steps in a smooth paperless conversion. Find more tips on going paperless here: How Much Can You Save By Going Paperless https://www.recordnations.com/2017/07/how-much-saving-paperless/ Going Paperless Using Electronic Document Management Systems (EDMS) https://www.recordnations.com/2016/04/paperless-electronic-document-management-system-edms/ What to Do With Your Files After Going Paperless https://www.recordnations.com/2014/07/what-to-do-with-your-files-after-going-paperless/

1. The Benefits of Paperless
Offices & How to
Create One
The
Guidebook to
Paperless Offices

2. “Out of clutter, find simplicity.”
—Albert Einstein
“

3. What Are Paperless Offices?
Paperless offices work just like they sound—a workplace where the
use of paper is eliminated or greatly reduced. By scanning files
and using document management system software instead,
companies save money by cutting out paper waste

4. The advantages to adopting an electronic
document management system
What Benefits Do
Paperless Offices Offer?

5. Benefits of a Paperless Office
Electronic distribution
allows files to be accessed
remotely and by multiple
users—creating a more
convenient system
Electronic accessibility cuts
file processing down by
roughly 4 days—removing
the need for mail, sign, &
return correspondence
Paperless reduces storage
space requirements greatly—
saving money on office real
estate and clearing out room
for more employees

6. The Paperless Office In 4 Steps
Making the paperless transition for an entire company can seem an
overwhelming, but at its core, it can be broken into as few as 4 steps:
Develop your plan for a paperless office, including picking the right
DMS software and laying out your wants vs needs
Train employees on your new paperless process and ensure
everyone will be making a smooth and simultaneous transition
Organize and categorize your existing records and prepare them
for scanning
Enact your paperless plan and see the expenses fall from your
budget by auditing and improve the process over time
1
2
3
4

7. ◎ Redaction software
◎ Mobile accessibility
◎ OCR software
◎ Tiered user access controls
◎ Unlimited file storage
◎ Auto file indexing and
organization
◎ Online accessibility
◎ Unlimited users
◎ File encryption
◎ Electronic file distribution
Developing Your Paperless Plan
As you organize for the actual transition, it’s important that you find the right
document management system software to create a plan to best suit your needs
WANTSNEEDS

8. Getting the
Crew On Board

9. Organize The Paper
You Plan to Make Paperless
Lay out retention periods for
documents. Once their date
passes, shred them
Create an organization system
for grouping record types
1 2
4
Follow up by checking on
scanning & retention processes
to ensure they’re on track
3
Set a plan for how & when
documents are scanned and
added to a DMS

10. $240
Dollars
The Costs of Staying Paper-Based
(and the Savings from Switching)
On average, you’ll
spend as much as
$240 distributing the
paper in just one boxIt’s estimated that
for every dollar
spent on printing
paper, another $6 is
spent on distribution
On the other hand, the average price of a scanning project is 7–12
cents per page, meaning that for mere pennies recurring distribution
costs are gone and papers can be stored and distributed indefinitely
Spent on information
worker salaries for
managing paper-driven
information last year
$6
Dollars $460
Billion

11. Get started on your transition with the help
of scanning and DMS software options
from Record Nations today!
Ready to Reap
the Benefits of a
Paperless Office?