How to Transition to a Paperless Office With New Technology

Going paperless has many advantages, and the businesses that have, see the immediate changes in their offices.  According to an Iron Mountain article, companies like the GFA Federal Credit Union have established themselves in the paperless world by adopting paperless document management.

“When you’re combing through documents, you can’t answer phone calls or help your colleagues. And when you eliminate that physical piece, documents are in the system as soon as they’re signed,” said Matthew L’Heureaux, vice president of COCC, a technology services vendor, told the Credit Union Times.

The cost of ink and paper

Not only has GFA Federal Credit Union been able to better communicate with its customers and partners, but it is saving money by using electronic document imaging software. Eduardo Porter, an economist for the New York Times, told NPR that one gallon of black printer ink, on average, costs $4,731.  He added that it is more expensive than a 1985 vintage Krug champagne. Gerald Chamales, chairman of Rhinotek Computer Products and contributor to the San Francisco Gate, said a car tank filled with Hew​lett-Packard or Lexmark Ink would cost $100,000. A report on sustainable printing by Drexel University indicated that it takes 3 tons of wood to make 1 ton of copy paper, which produces 2,278 pounds of waste. We could save a huge amount of money and countless trees by eliminating printers from offices.

Additionally, technologies such as cloud storage, e-readers, and flexible screens can bring any organization’s operations into the modern world while at the same time helping to reduce costs and boost efficiency.

New technology in the office

Industry Voice discussed tips for going paperless in the office and mentioned multiple technologies that can be used. Cloud storage works with document management software to allow anyone to access their information anywhere. They can keep data secure using passwords and encryption in place of keys for filing cabinets.  Electronic storage also phases out the need for physical and bulky storage.

Flexible screen technology is the future replacement of copy paper. These screens allow for easy viewing of documents and abolish the waste associated with ink and paper use. Flexible screen companies like Plastic Logic are creating more advanced devices. Plastic Logic is already making these screens for apparel such as watches and could soon be applying the technology to medical devices.

Employees can use e-readers in a paperless office to easily access reports and documents rather than worrying about tracking and storing physical records. According to the Credit Union Times, these different types of technologies have helped GFA Federal Credit Union adapt to its paperless environment.

Embracing these technologies paves the way for a different environment in the office and allows for better interactions with customers, partners, and employees. The success of GFA Federal Credit Union is just one example of what an office can achieve when working its way to a paperless environment.