Posted by Savneet Singh on Dec.27, 2009

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Starting in the 1990s with computerization, digital storage, and the Internet, the paperless office was touted as real possibility. The idea seemed to be overrated when paper use actually went up, not down, with electronic records. Many business fail to automate today, even though the technology is available, because they believe the technology will be hugely expensive and that employees will resist adoption. Using less paper can save any organization’s big bucks, no matter what its size, but the transition to a paperless office requires an open mind and a fresh look at how automation allows us to do more with less.

The benefits to the bottom line and the planet are substantial when you take into account the true costs of moving, storing, accessing and sourcing paper compared to digitized information. Think of the amount of human capital that is expended each time you look for a file, touch a report or send a physical piece of paper. An employee must walk to a file cabinet, find the paper information, lift it out, copy it and return the original to the designated location. If the information needs to go off-site, an employee must fold the paper, find an envelope, stuff it in the envelope, postage on it and get it to the mailbox.

Aside from a reduced bill for paper, toner and ink, going paperless helps reduce labor costs for paper handling, mailing costs and even rent as records require less space for storage, allowing businesses to shrink office size. Businesses also can downsize office space as fewer workers need to be physically in the office.

Paperless offices, which allow staff members to connect to information from remote locations, can let many employees work from home. No longer having workers tethered to paper records gives the firm opportunity to decentralize the office and hire workers from anywhere, because they can telecommute. While saving on the size of the office, this also reduces gas use and emissions by eliminating employee commutes. Many staff members appreciate the flexibility of being able to work remotely and save the gas money from the commute.

Paperless Means Paper-Wise

Please keep in mind that it does not mean zero paper consumption. Though public websites and electronic communication can provide clients and customers with detailed information, business may still find they need to print and distribute company’s promotional material such as brochures, newsletters and employee information. The printing industry uses a lot of toxic materials such as inks, solvents and press washes.

When you bid out a project, choose printers who have switched to less toxic methods such as bio-based cleaning solvents and vegetables or soy based inks that won’t harm press workers or result in hazardous waste and air pollution. When you are buying paper, purchase recycled-content paper for copiers and printing jobs. Avoid first-use wood pulp fiber or virgin fiber as a paper source. ”Post-consumer content” on the label means the paper has been recycled from previous consumer use at least once.

FSC-certified paper is made from trees that have been sustainably harvested, and practices are certified by a third party. Tree-free paper comes from quickly growing agricultural plants such as hemps, kenaf and grasses that are the byproducts of other industries. This kind of paper is widely available in other parts of the world but is less competitively priced in the USA, reducing its market prevalence.

Going Paperless At Home

Paperless practices don’t need to stop at the office. A paperless home has many of the same benefits, with less storage space for records and less time and labor spent locating records. Online banking service allow you to check your balance, review your transaction history, and pay your bills online.

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Posted under Eco-Friendly Ideas.