With the move to working from home, one of the restrictions for many organizations is the reliance on paper. When an organization looks at moving to a paperless office the decision is made to postpone the process due to costs. These costs are easy to calculate and include scanners, multi-monitors, PDF editing software, and electronic document management software.
However, a paperless office may cost less. To make the decision a calculation of the cost of paper in your organization is needed.
Using our spreadsheet let’s calculate the cost of paper for your organization.
However, a paperless office may cost less. To make the decision a calculation of the cost of paper in your organization is needed.
Using our spreadsheet let’s calculate the cost of paper for your organization.
Paper and Printing
How many boxes of paper does your organization use a year?
With the volume of paper, we can calculate the total pages and estimate the cost for the paper and printing.
With the volume of paper, we can calculate the total pages and estimate the cost for the paper and printing.
Time to File a Document
Using the spreadsheet, input the average number of pages per document, time to file a document, and hourly staff cost.
For many, this time is considered equal to filing electronically; however, the time to file paper can be much longer when you include the walk to and from the filing cabinet. Electronic document management may also provide automatic filing of documents.
For many, this time is considered equal to filing electronically; however, the time to file paper can be much longer when you include the walk to and from the filing cabinet. Electronic document management may also provide automatic filing of documents.
Time to Pull Documents
How long does it take someone to pull a document? For many offices, this time can be even longer than the time to originally file it.
Consider the case of the paper document that you can’t find. How long did you spend yesterday looking for a document? Moving to paperless allows for all documents to be indexed and found with a quick search.
Consider the case of the paper document that you can’t find. How long did you spend yesterday looking for a document? Moving to paperless allows for all documents to be indexed and found with a quick search.
Documents Purged
Purging of paper documents can be very labour intensive as you locate, retrieve and document the files being purged. A paperless system can do this function automatically.
Shredding Service
Purging of paper documents can be very labour intensive as you locate, retrieve and document the files being purged. A paperless system can do this function automatically.
Space for Filing Cabinets
When you calculate the square footage used for filing cabinets it quickly adds up to a significant cost.
Summary
After completing the spreadsheet, the cost of paper documents may surprise you. Reducing the use of paper and the related cost of paper can often cover the costs of moving to a paperless office. A paperless office will also provide the benefits of improved workflow, improved document sharing, quicker access, and an improved working from home experience.
To learn more about the advantages of eliminating the cost of paper, consider participating in K2's Paperless Office.
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