What is a paperless office? Benefits and how to build effectively

What is a paperless office?

Paperless Office (also known as Electronic Office 4.0) is a fully integrated ecosystem of applications to serve the needs of information exchange, work processing, internal administration and document management. , documents, reports, etc.

The paperless office model was born along with the development of enterprise digital transformation, this is an important transition from the traditional paper-heavy management method to online management by electronic means.

Paperless office contributes to promoting the fast and comprehensive business digitization process.

Instead of having to spend tons of paper to store information, businesses can invest in modern information storage technologies. These storage technologies are not only affordable, but also save time when employees need to look up necessary information. In addition, the company can also save space for storing tons of papers.

.According to Mckinsey Global, 70% of businesses in the US are using electronic forms and implementing process automation and Data Visualization . This change has helped businesses save more than 120 billion USD in administrative and office costs each year.

In fact, an employee spends 30-40% of working time every day to process documents and administrative procedures. A paperless office will free employees from this repetitive work, because all processes are automated.

Simultaneously, with the application of software, the tasks are assigned and monitored and monitored completely on the system, minimizing errors and lack of information. Managers can also update and retrieve reports in real time to make timely decisions.

Besides, a paperless office also helps to minimize the loss of information due to lost papers and documents, wear and tear over time due to environmental conditions.

Storing documents into an electronic system will help businesses save a lot of space that is reserved for bulky file cabinets. The layout of the office will affect the motivation and inspiration of employees. Because eliminating these file cabinets will help businesses optimize space and give employees the best working environment.

Optimize data storage and transfer with a paperless office model.

Steps to build an effective paperless office for businesses

Enterprises should classify and digitize their information and papers according to groups and categories such as:

• Documents, personal notes: Planning the types of papers and documents of each individual.

• Customer and partner information: Categorize and manage synchronous contacts of customers and partners.

• Personnel Information: Store and digitize employment contracts, employee records (personal information, qualifications, health records, etc.)

• Important company documents such as: Contract, company charter, certificate, etc.

This helps businesses to completely eliminate unnecessary archives, cut down on maintenance and storage costs, and avoid delays and bottlenecks in finding documents and retrieving information. .

To completely transform into a paperless office, businesses can start with investing in a document and information management system for all employees in the company. Choosing the right system for your size and specificity requires businesses to understand clearly about concepts such as cloud storage services or SaaS trends , etc.

The next step to a paperless office is to digitize operations and work processes. All business operations such as sales, logistics management, production management, accounting, finance, etc. must be standardized with new technologies. This will help employees eliminate manual operations, speed up processing times for requests, proposals, approvals and increase work efficiency, gradually moving towards a paperless office model.