A paperless office stores documents digitally, reducing the need for paper-based functions. Digitizing records can improve access to information, reduce errors, and yield environmental benefits. However, old habits and the human factor can be obstacles to implementation.
A paperless office is a work environment that operates with most or all of its documents in a digital format, stored electronically and easily accessible. It is based on the idea that many of the previously paper-based functions of traditional offices have been digitized. As computers became ubiquitous in the Western workplace, thought leaders began to envision a workplace where doing business digitally would not only streamline the business process, but also largely eliminate the need for paper.
The basic idea behind the paperless office is that, in most cases and most industries, documents do not need to be printed. Contracts, for example, can be created in an office, emailed to the parties, and electronically signed, with each party providing a certified copy of the signed document. Designs can be stored and accessed online, with construction progress digitally monitored. Restaurants can streamline their operations and minimize errors by digitizing their food ordering systems. Most companies conduct at least some of their financial transactions electronically.
Beyond simply reducing paperwork in the workplace, a significant advantage of document scanning is that the latest version is instantly available to everyone. Access to accurate, up-to-date information is especially crucial in healthcare, where patient records are traditionally kept in paper files in multiple locations. The potential for error is substantial when relying on these files. Some patients, however, carry their pertinent medical data on a digital storage device that is updated whenever they visit a healthcare professional. These devices, mirrored by the records kept in a central database, make a great contribution to reducing the dependence of health professionals on paper and vulnerability to the problems associated with it.
Compared to digitized records, paper has many disadvantages. Paper documents require a significant amount of staff time for handling – document creation and then storage and retrieval. Mailing adds another layer of time and money to paper handling. Paper documents must also be stored, alphabetically or by date created, and the only way to retrieve a paper document is to know how it was stored. Furthermore, managers are fully aware that a misfiled document is often a lost document.
One of the most significant obstacles to the paperless office is the human factor – that is, most companies are traditionally paper-oriented and old habits are difficult to break. For example, many electronic documents are often simply printed and archived as a matter of routine. In addition, the increasing sophistication and capability of printers and copiers makes it possible to print documents at a quality that was previously available only from commercial printers, but at a fraction of the cost. This led to a worldwide printing frenzy; From the time the paperless office was first articulated until 2000, the global production of paper documents of all types has been estimated to have doubled. Since then, however, production has stabilized and subsequently started to decline.
Implementing paperless offices can yield desirable environmental benefits. Paper production contributes to both deforestation and pollution, as well as the production of greenhouse gases that are said to exacerbate global warming. In addition, inks used in document production may contain harmful components that, by volume, also have an adverse impact on the environment.
Many files can be digitized, and companies that implement paperless programs include digitizing existing paper records as part of those programs. Many companies have found that they store a lot of paper records that they don’t need, such as copies of monthly statements sent to customers. In addition to reducing the volume of stored paper documents, organizations undergoing digitization programs have been able to dedicate space to purposes other than document storage.
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