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How to Reduce Your Paper Consumption with Document Management Systems

September 20, 2016

In a digital world where information is instantly available and easily shared, why are so many offices still buried in paperwork? History is partly to blame, as are traditional work habits, however, an electronic document management system can significantly improve your bottom line, not to mention reduce your environmental impact.

Consider this: The average worker uses 10,000 sheets of paper each year, according to the Paperless Project. What's more, almost half of that paper ends up in the recycling bin by the end of the day. That means you could be throwing away nearly 50% of printing expenditures.

Here are some ways to reduce paper usage in the office:

1. Invest in a multifunction printer (MFP) with scan-to capabilities and plenty of onboard storage. Scanned documents are immediately saved into folders, workflow processes, or email. Documents move through the workflow quickly and can be shared, changed, and approved electronically.

2. Implement a document management system with a sophisticated search engine. The time and manpower it requires to access, maintain, and store physical documents is considerable. What's more, paper documents can be lost, damaged, or fall into the wrong hands.

3. Utilize a print track and control solution. These settings can eliminate duplicate or abandoned print jobs. With this service, you can also require users to type in a PIN at the printer in order to retrieve a document.

4. Outsource document management services to an expert. If the thought of converting and maintaining a digital document management system is too time-consuming (or too overwhelming), turn to an expert.

For more than 40 years, Pacific Office Automation has helped organizations of every size and industry convert to electronic document management systems. We offer custom solutions and sophisticated search tools that make sense for your business, providing storage, access, and security in one solution. At POA, we start with an assessment of your printing activities to identify areas where we can save your organization time and money. Contact POA today for a free consultation!

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