Improve output management and digitize your paper-heavy processes.
As an office consumable, paper costs money.…And not just for the paper itself, either. There’s also time and money involved in procuring and storing boxes of paper.
Turning paper into your documents requires buying and maintaining a “fleet” of machines to do the printing, copying, scanning and faxing. This includes “consumables” — ink, toner and other parts, which, like paper, need to be bought, and kept somewhere.
And, once created, documents have to be distributed, filed, accessed, mailed out, and eventually, recycled securely. Translation: file cabinets, file rooms… and employee time.
Oftentimes, paper communications are a vital necessity. But how make your office’s paper and paper-related costs work more efficiently?
Digitize those documents
Once digitized, your papers can start working for you. What does that mean? Employees can search for what they need, then read, share, and even, when need be, print what is relevant to them. Cloud services can make it easy for employees at multiple locations to access and share these documents.
The challenge will be “getting there” — which will require lot of scanning, verification, and organizing.
Consider outsourcing this to a company that provides document conversion services. Also look for a partner that provides secure cloud data storage and access.
Digitize your work processes
Most businesses don’t just create and accumulate paper, they also run on paper. And “pushing paper” forms, inter-office envelopes, and Fedexes are often slow and less convenient in our digital, Internet era.
Look for digital content and document management systems, and workflow automation tools. Think “less paper, more productivity, less costs.”
Wrangle your printer/copier fleet better
You can’t expect to make all paper-related activity go digital, but the odds are good you can improve its efficiency. A Managed Fleet Optimization service can help you right-size your fleet, and handle management of devices and consumables, reducing your equipment, supplies and related costs.
The result? Smoother IT, with better security, better reliability, lowered and more predictable TCO (Total Cost of Ownership).