Paper records require significant storage space and maintenance costs for organizations. The average organization stores over 10,000 documents in file cabinets taking up 9 square feet per cabinet and costing $1,500 per year to maintain. Searching for misfiled documents costs over $100 per document and organizations spend hundreds of hours annually searching for lost files. Converting to paperless digital records can reduce costs by eliminating paper, printing, storage and search costs. Organizations can save over $10,000 per employee annually and increase productivity by providing faster access to information for employees and better customer service. The benefits of a paperless office include reducing costs, increasing security and accessibility of documents, and creating a more environmentally friendly workplace.

1. adopting paperless office (green office) , the
facts

2. paper is a temporary medium for information
it may be efficient only in small quantities
expensive, inefficient & fraught with risk in
large

3. paper facts in an average
organization
 stores 10,000 to 12,000 documents in a four-
drawer file cabinet
 uses 9 square feet of floor space per four-drawer
file cabinet
 spends $1,500 per year per four-drawer cabinet
 spends $20 in labor filing each document
 employs one person per every 12 filing cabinets to
keep and maintain the same
 spends 18 minutes searching for a document
 spends $125 in labor searching for every misfiled
document
 spends $350-$700 searching and replacing lost
documents
 spends 400 hours per year searching for lost files
 spends 25 hours recreating lost documents
 misplaces/loses and average of 1 out of every 10
documents
 copies 19 times every document
 paper requirement growth is 22% per year
(paperwork doubles within 3.3 years)
 70% of today's businesses will fail in a period of
three weeks after a catastrophic loss of paper
records

4. reality in most of organizations
→the volume of paper records is still increasing steadily in 56% of
organizations
→half of organizations are scanning newly received papers and filing them
electronically rather than manually
→third of businesses are looking to go to all-electronic records-keeping
the other half are manually filing inbound paper documents←
40% of organizations routinely printing newly generated documents and ←
emails to file them as paper records
electronic records are more than twice as likely to be described as “unmanaged” ←
than paper records

5. real facts for paperless office
→ annual reduction of 58,880 pages (118 reams) for approximate of $1000
→ annual reduction of toner and ink costs for approximate of $3,230
→ annual energy reduction costs of $5,600
→ average annual cost benefit of $21,555
reduced machine count ←
reduced machines’ aftersales consumables ←
procuring more efficient hardware ←
lower shipping and transportation costs ←
→ increased employees productivity
→ faster access to information, offer better customer service and improved customer satisfaction
→ improved efficiencies in basic business processes (e.g., invoice processing)
→ freeing up workers for more strategic tasks
facts based on 100 employee organization

6. benefits of paperless environment
 eliminate office storage space consumed
by filing cabinets
 eliminate delays in sharing content
between knowledge and information
workers
 increase content security by relying on
systems security
 reduce environmental impact by becoming
eco-friendly
 saves an average of $101 a week per
worker by making documents digitally
accessible
 save $10,000 a year in time and materials
per employee by eliminating copying,
distribution, fax, and storage costs of
papers
 average employee can save $60 to $250
by using (OCR) to convert paper to digital
documents rather than recreating them

7. top 5 tips for a digital office
1
2
3
4
5
enable fast
and easy
scanning for
everyone in
the office
with devices
you already
own
create
automated
document
routing
solutions to
speed
information
exchange
print to PDF
instead of
printing to
paper and
share
documents
digitally
transform
paper forms
to PDF or
InfoPath
forms and
automate
them
put digital
documents
editing and
conversion
tools on
every
desktop