Go Paperless, Go Green and Save Money

Everyone talks about ways to "go green and save green." Today we want to explore a strategy that actually delivers on this promise: electronic document management.

Electronic Document Management Systems (EDMS) allow you to create a secure repository for both scanned document and computer files. Instead of having to rifle through filing cabinets, email inboxes and computer folders, users can quickly search and retrieve critical business information on their computers. Documents can even be linked to your ERP, CRM or accounting systems for fast access.

While the productivity benefits of a system like this are immediately obvious, EDMS technology can also help cut costs while reducing your carbon footprint. Here are two ways document management can help.

Reduce Paper Usage
One case of paper (10 reams) costs over $30 and uses approximately 60% of a tree. Production of 1 ton (400 reams/40 cases) of copy paper produces 5,690 lb. of greenhouse gases. (Learn more about the environmental impact of paper at www.printgreener.com.) While you will likely not be able to get rid of paper coming into your organization, you can convert incoming paper to digital format by scanning it in. Incoming faxes can be received digitally. All of these documents can be stored in your EDMS. Instead of printing computer files to go in the file room, computer files can be stored in the document management system. With documents now available online, users will make fewer copies and send fewer faxes. This lowers your costs and cuts your carbon footprint by reducing paper usage.

Enable Remote Workers
Many companies are looking for ways to move workers to home offices to cut costs and reduce pollution caused by rush hour traffic jams. The challenge is that many key documents are still on paper. EDMS technology can allow you to share documents securely over the internet. That means home office workers can log into the system and access the information they need. Equipped with scanners, these same employees can upload scanned documents to the system. This technology is also beneficial for companies that have workers in the field. With internet-enabled laptops, field personnel can quickly access the documents they need.

How To Get Started
With the dramatic reductions in the cost of hard drive storage there has never been a better time to implement a document management system. We can help you determine your specific needs and create a custom system that integrates tightly with your business processes and existing technology infrastructure. To learn more about how you could benefit, contact us today.