Becoming a paperless office is simply not an option for many organisations, with the majority (64 per cent) of business users expecting printing to still be important by 2025. Additionally, with only 24 per cent of businesses having adopted entirely digital processes, there will still be a requirement to interact with other organisations via paper-based processes.
James Turner, Regional Sales Manager at Y Soft, says “Due to this need to interact with outside organisations via paper and the human factor of people wanting to print documents for reading later or proofreading, organisations should consider the concept of a paper-light office. Instead of eliminating paper altogether, automate the repetitive paper-based processes whilst still allowing for adhoc printing. This combined approach supports productivity and is much more realistic in today’s businesses.”
An element which helps to achieve a paper-light office is the implementation of digital document workflows, as creating digital documents alone can actually decrease productivity within an organisation.
This involves the use of automated scan workflows. For example, within an organisation, each user has a personal identity card or pin number to log in to a device, typically a multifunction print, scan and copy machine. Once logged in to the device, each user in the business will have a set of predetermined workflows available to them based on what they are typically processing within their role and what they are authorised to do.
James notes that “It is this kind of customisable infrastructure that truly delivers efficiencies within a business. Implemented correctly, this will increase efficiency, reduce overheads and help towards a less paper-based environment. By addressing their document workflow automations, businesses will also cut down on human errors, improve consistency, security and compliance whilst also providing more control over content.”