We all know having the majority of documents in hardcopy form can hinder productivity, be costly, and diminish security intentions. What you may not realize is the effect it has on the environment.
The green impact by using automated data storage solutions is the tip of the iceberg of the reasons why the digital imaging market is erupting right now. Document management software providers are delivering a much-needed service that many businesses are finally utilizing, and this will have significant impacts on our planet.
Green Benefit #1: Reduce Consumption
This might be a no-brainer, but when you really think about all the paper, ink cartridges, energy usage, and postage that are consumed by having all your documents on paper, the truth is mind-boggling. More paper used, more trees chopped down, more paper disposed of in our landfills…you get the picture.
According to the Environmental Paper Network, if “…the United States cut its office paper use by roughly 10 percent, or 540,000 tons, greenhouse gas emissions would fall by 1.6 million tons. This is the equivalent of taking 280,000 cars off the road for a year.” Need I say more?
Green Benefit #2: Less Traveling
You and your employees can cut down on fuel by cutting out those extra trips to the office. All of your documents will be easily accessible through your computer or online. This also allows for greater flexibility, allowing employees to telecommute more often. Think of all the gas saved and pollution out of the air.
Green Benefit #3: Eliminate More Equipment
Once you have files scanned and digitized, the ability to distribute documents electronically will reduce the need to have so many (or any) fax machines and copy machines. This results in a noteworthy reduction in energy use needed to run them. Additionally, with more companies needing less of these machines, less of them will be produced to begin with. This also includes the decrease in production of unneeded filing cabinets!
Green Benefit #4: You’ll Look Good
You already have an idea of what consumers expect; now you can add being environmentally conscious to the list. Being socially responsible is becoming a large part of any organization’s reputation and success, so taking steps such as adding electronic document management systems to your business will make an important difference in how your customers view you. How is protecting your rep a green benefit? The sheer numbers of companies wanting to look good by doing the right thing will inevitably make a difference.
This is a process any company, big or small can embrace. Do not get discouraged as you look over the rows of filing cabinets holding your paper docs. This is certainly not a venture you will have to take on alone. By using a reputable document imaging company, the work can be done for you. Plus, you can rest assured knowing your documents are being handled meticulously; and that you are doing your part to protect the environment.
By: Dale Knauss
Posts Tagged ‘Document Management Software’
Green Impact of Digital Document Management Efforts
December 23rd, 2009An Introduction to Document Management
October 8th, 2009Nearly every business, organisation, company, charity, government department etc. rely on their documents to store data and keep information readily available. Organisations can create hundreds of thousands, even millions of documents every year, all of which has to be filed, stored, indexed, accessible and protected. It is becoming an increasingly large and arduous task for many if not most companies.
This paper trail mountain has also led to serious environmental concerns as well as cost concerns from storing and using all this paper. So with the advent of scanners, ocr and cheaper computer storage, it is only logical that organisations would look to start storing this information electronically.
Document management software, or ‘paperless office’ technology, replaces paper-based processes with electronic procedures, eliminating the printing, posting and manual filing of paper documents. There are standalone document management systems available as well as systems which tightly integrate into organisations’ business accounting software and ERP systems. With tightly integrated document management systems, directly from a company’s business accounting software/ERP system and with just a few clicks of the mouse, business documents, such as invoices and statements, are automatically created, delivered, archived and retrieved.
Document management not only cuts paper, making good environmental sense, it also makes good business sense, forming a convincing proposition for any type of organisation. Some of the key benefits include improved cash flow, cost and time savings and enhanced customer service. The secure storage of documents in an electronic archive also means that invoices, statements and debtor’s letters etc. cannot be lost or misfiled and can be accessed at a moments notice anywhere in the world
By: Jim Seward
