How businesses can move to a paperless future

The benefits of going paperless – Monpellier’s tips and tricks  

Why switch to paperless? Documents, reports, statements, there is no end to the number of traditionally paper-based processes that any business needs on a daily basis. However, storing countless documents takes space, effort and time to sort and find. Cloud technologies reduced the consumption of paper storing documents all in one place enabling you and others to share and edit.  

Monpellier goes through the benefits of going paperless and how businesses can cut out paper. 

Benefits of being paperless 

Faster Access to Information 

Cloud technology enables employees to quickly and easily access any document, from any device with an internet connection. This makes it significantly faster to search for the document in a well-organised cloud storage system, rather than a filing cabinet.  

Reduced cost 

It is not just the cost of paper you are saving. You save money by not having to spend on a printer, toner cartridge, postal and even physical storage space. This will increase your economical efficiency as you spend your money on things that matter.  

Simplify Disaster Recovery 

All your documents can be destroyed in a disaster such as a fire or a flood. A way to mitigate this is to have extra copies of all documents stored off-site. Although this is possible, it is much simpler to store digital copies of documents with a cloud storage solution. 

Tips for moving to a paperless future 

Digitise Paper Documentation 

There is no shortcut to scanning documents manually and then storing them either digitally either on-premises or using a cloud storage solution. So, it is beneficial to define the goal and the scope of the digitisation process. You can choose to only digitise paper documents created after a certain date to make this task more manageable. Your businesses should also consider how to categorise and manage digital documents ensuring it is easy for employees to find documents.  

Make use of Cloud Storage 

Cloud solutions enable employees to quickly and easily access files means it is perfectly suited for remote or hybrid work. Also, businesses only pay for the storage needed, making it possible to move from a CAPEX to an OPEX model. Cloud storage enables simple disaster recovery and reduces the risk of a cyberattack if the solution is set up correctly.  

Implement an eSignature Solution 

82% of businesses still rely on paper agreements and contracts that are manually processed by employees. To eliminate this, businesses can implement an eSignature solution to eliminate the need for paper contracts. A comprehensive eSignature solution also enables businesses to streamline other processes and even track the status of a document in real time, reducing the chance of delays during projects and creating better customer experiences.  

Educate Employees 

It is essential that employees have training on how to use the technologies and the importance of reducing reliance on paper. For this reason, it is advisable for businesses to take a phased approach. Implement one technology at a time, whilst supplying adequate training and documentation around how to use the technology effectively.  

How we can help  

For businesses to make the move to a paperless future, technology will play a significant role. To ensure success, businesses can implement the tips listed but also need the right tools.  

Drawing from our years of experience, we can recommend the best technology solutions for your specific needs, and then implement them to help you take the next steps towards a paperless future.  

Contact us today by clicking here. 

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