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Going Paperless: Red is The New Green

Updated: Jul 8

Document digitization is the foundation of the modern office and has become easier than ever with MH Office!

Organizational leadership and general management has focused heavily on efficiency in the past decade, striving purposefully to increase productivity while simultaneously using less resources and saving time. This is in contrast to the previous decade of resource starvation, downsizing and unrealistic expectations. And it's all thanks to good old-fashioned innovation!

The result is managers and workers have started asking a far more important question: instead of doing the same with less (efficiency), how can we do more with the same(productivity)?

Introducing the modern paperless office

The paperless office has been a dream of many and is the first step toward digital transformation in your organization. Put simply: the paperless office is the deliberate removal of paper from business and workflow processes, with the goal of improving efficiency through digitization and document management.

Paper has it's benefits, but tends to place a heavy burden on both revenue and productivity. A worldwide survey conducted by industry analyst IDC shows that document management challenges account for a 21% loss of organizational productivity.

The challenges of conventional paper processes

There are few things more encouraging than overcoming challenges that might limit our potential for growth and with paper, there is no denying the effects of its prominence in the workplace.

  • The financial burden There is no denying the recent inconsistency in supply chains globally and many other factors from 2020 to 2022 has contributed to unprecedented pricing and supply fluctuations, with many organizations already utilizing small-scale solutions to alleviate some of the pressure on the flow and storage of valuable information. Since these factors have already impacted many organizations severely and we do not see any significant relief in the near future, we believe every day spent using paper-based processes is a significant cost risk. The cost of consumables for print has also been rising significantly. Relying on costly printers to successfully move and store information on paper is simply not sustainable in the long term.

  • The security risks An annual report submitted to Congress by The HHS' Office for Civil Rights revealed that paper records account for 62% of data breaches in companies of over 500 employees. While alarming, this fact is not too surprising. Information should always be kept safely on a secondary digital source to avoid mishandling and loss due to natural disasters, theft etc. Otherwise, information loss is mostly inevitable. When it comes to your organizations' valuable information, it's better to be safe than sorry.

  • Hindering productivity & creativity No one enjoys being unnecessarily burdened with distractions and arduous, superfluous tasks that can easily be made redundant. It impedes flow and results in work feeling tedious. Moving paper through your organization, without first converting it to electronic form, is notoriously slow. Information workers waste time capturing, storing, and routing documents to others due to manual processes. With Document management you can easily improve efficiency through automations that replaces tedious tasks with unimpeded flow and more time for extended breaks to recharge.

  • Significant environmental impact Paper waste is a subject that is certainly a factor in environmental decline and while many of us are actively playing our part in recycling waste, reducing consumption & restoring a few trees on arbour day, there is no denying that innovation has brought us opportunities to do a bit more. The age of digitization is an opportunity for immensely scalable solutions to a growing environmental and ethic crisis. The grass is certainly greener on our side!

What are the benefits of document management?

The all-in-one solution your organization needs(small business or enterprise) with all the necessary integrations already exists for you to take advantage of.

  • Reduced operational costs Digitizing internal paper-based systems reduces printing and other operational costs:

  1. Storage costs: There’s no longer a need to purchase filing cabinets or use valuable floor space to store paper or keep hard copies for future reference

  2. Copying and printing costs: With digitization, you don’t need to create multiple copies of a file for distribution around the office. You can use a digital document management system to store one copy in a central place, for easy access

  3. Business process costs: Because you’ve transitioned from manual to automated workflows, you streamline business processes and save money. For example, optimizing workflows can lead to faster payment collection and a reduction in purchasing costs

  4. Security and data recovery costs: Securing your data to multiple locations is easy and inexpensive. Recovering that data is even easier, with no impact on business continuity

  • Cleaner Office Imagine no more filing cabinets, fewer printing devices, and shelves of storage reclaimed from paper and toner supplies. Less shipping, less photocopying, less filing and searching. The first advantage is a cleaner, brighter, more spacious office.

  • Streamlined workflows Easy, remote access and the ability to share documents rapidly, accelerates tasks and contributes to efficient crucial processes such as invoicing, employee onboarding, and collections while allowing more beneficial free time for employees with less frustration at tedious processes. Document management and automated workflows makes the right content accessible at the touch of a button to empower your mobile workforce or traveling executives when they need it. It takes only seconds to route and share documents across multiple departments and platforms with communications integrations with physical devices and systems.

  • Improved security and compliance Custom access controls and digital data security make it easier and less expensive to maintain compliance and reduces the likelihood that missing documents will result in fines or lost revenue. Maintaining compliance with mandates such as HIPAA and GDPR is also far easier, and you’re better prepared should disaster strike: Multiple and secure redundant backups help you effortlessly recover data.

  • Positive environmental impact By becoming paperless, you can reduce your impact on forests, cut energy use and help lessen the impact of climate change. It cannot be understated how much benefit organizations gain from environmentally aware initiatives and policies. Community appreciation combined with sustainable development of the environment for our collective future benefit is not only a future to look forward to, but a crucial function of marketing and public relations to build trusting business relationships. If you have a “green” initiative in place, one of the easiest ways to reduce your carbon footprint while simultaneously improving your public image is to print, ship and store less paper.

Plan your next move

If you’re ready to take the next step toward becoming a paperless office, partnering with the right vendor is essential to achieving maximum ROI. MH Office has a solution to every challenge in your journey to the modern paperless office and has developed a highly efficient process to to transform your organization and improve document handling, workflow and employee collaboration.


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