Document management is integral to the smooth functioning of many different types of businesses. While some companies may continue to rely on printed documents and traditional filing methods, others are opting for electronic document transfer and storage. This is due to the fact that using this method not only minimizes waste, it also has the potential to increase worker productivity and streamline overall business operations and costs.
How to Reduce Waste by Going-Paperless
The Paperless Project coalition reports that 85% of business documents continue to be in printed paper form. As a result of this, a considerable amount of paper is wasted by businesses on a regular basis. In the United States, individual office workers use a large amount of paper for different purposes. Estimates indicate that this amounts to roughly 10,000 sheets of paper a year. While some printed documents may be necessary, StopWaste,org claims that 17% of printed documents are unnecessary, thus a waste of paper.
How to Increase Worker Productivity
Employees usually spend a considerable amount of time searching for information. Since this is integral for them to effectively perform their jobs, it makes sense. However, in some instances, valuable business time is wasted by employees searching for information that should be more readily available. According to Interact, 19.8% of business time is actually wasted in this pursuit.
Since traditional paper filing systems tend to be more subject to error, in-house personnel need to wait for information to perform their jobs. Misfiled, mislabeled, or untracked documents can cause a loss of productivity which amounts to an average of four weeks a year. Given this, productivity could be increased by having a document management system in place. In this way, employees would be able to access the information they need in less time so they are able to perform their jobs more efficiently.
It’s important to note that the type of company, along with the products and/or services that it offers, will generally determine what type of document management system would work best. There are, however, specific departments, or aspects of a company, that will receive the most benefit from using a document management system. In addition to Accounts Payable, Accounts Receivable, Contracts Management, and Human Resources would usually benefit the most from having a document management system. This is because these types of departments have historically used a large number of printed documents.
How to Save on Overall Business Expenses
Businesses have a variety of operating expenses. After a business covers rent and payroll, however, printer and copier costs are usually the next largest expense. It’s important to make note of how many documents the average employee prints. This printing tends to cost between $500.00 and $1,300.00 every year. In order to reduce these costs, obtaining the services of a print management company would be beneficial.
Learn More About the Benefit of Print Management
Has your business been searching for managed print solutions? Once you learn more about the benefit of print management for one or more of your departments, there’s a good chance you will notice the difference within a brief period of time. Not only will you be able to access vital information with greater ease, there’s an excellent chance you will notice an increase in worker productivity. Another benefit of print management you will realize is a reduction in expenses due to less paper waste.