Any expense that doesn’t add value to your business is hurting your bottom line. Paper documents and everything that surrounds their creation, sharing, retrieval, and retention is money you don’t have to grow your business -so why not find ways to decrease these costs?
A Look at the Costs Associated with Paper Documents
1. Printing equipment
While a multifunctional system with scanning capabilities is a definite asset, a bloated printer fleet is not. It’s not unusual for businesses to possess desktop printers and outdated equipment that costs money but adds little value to the infrastructure. Scanning your files into a document management system or cloud storage repository or digitally routing them to individuals means a reduced need for printing equipment.
2. Paper and print-related consumables
Toner, inkjet cartridges, paper, staples, folders, paper clips, binders—they’re all a central component of paper-intensive business processes. Scanning allows your team to bypass printing most paper documents and replace them with digital versions.
3. Storage solutions
Digital storage solutions require virtually no room. Paper storage systems, on the other hand, can be incredibly expensive. For starters, paper-based storage requires:
- File folders
- Binders
- Filing cabinets
- Shelving units
- Rolling carts
- Storage rooms
- Bankers boxes
- Off-site storage facilities
When added together, these costs can have a significant impact on your revenues. Eliminating them gives your organization access to capital that could go toward growing your business.
4. Time
Electronic document management helps organizations of all sizes reclaim time lost through paper-based document solutions. With knowledge workers spending as much as six hours per week searching for documents in paper filing systems, businesses should run—not walk— to replace them with scanning and electronic document management.
Need more information? Get in touch with the knowledgeable staff at ZENO Office Solutions to learn more about the advantages of scanning your documents into a document management solution.
