Going Paperless In Your Office
Going paperless can have lots of benefits for your business.
It can firstly save you money. A paperless office means no more printing – which means no more printing costs.
It could also save you space. Without the need to store paper, you won’t need filing cabinets. Your desk will also look a lot tidier.
Finally, it can help save the environment. Less paper consumption means less trees being cut down. This itself can be good for your company image and your morale.
The question is just how do you go paperless? What about receipts and contracts? This short guide explains it all so that you can take the necessary steps to going paperless.
Make digital copies of important paper documents
It’s possible that you may have legal documents such as contracts that are only in paper form. Creating digital copies of these documents could be necessary so that you can throw the original physical documents away. This could be done simply using a scanner.
It’s worth talking to a solicitor before you do this – while digital copies of documents are now generally accepted as legally binding, there may still be clauses that state you need the original paper document. You may be able to talk to the party that issued this document in the first place if you’re unsure – they may be willing to write you a new digital-only contract to replace the physical contract.
Choose the right digital document storage solution
Next, you need to organise your digital files so that scanned versions of paper documents and digital documents are all in the same place.
It could be worth embracing cloud storage in order to keep your files secure and in order to access them from any device. New technologies such as data room hosting have become popular for keeping all files in the same place. Don’t just store files on a local hard-drive.
Switch to online bills, receipts and statements
If you currently receive your company’s bills and bank statements in the post, you may want to consider contacting your providers and bank in order to switch to digital methods. Online billing and banking has many perks – in most cases, you can check your balance at any time from any device.
As for receipts for business transactions, you should ask for digital receipts whenever possible. Paying solely by card/mobile payment instead of cash could prevent you needing to keep paper receipts for bookkeeping purposes as you can simply refer to your bank statements.
Start using e-signatures
It’s now also possible to sign signatures digitally. Using an e-signature app on a touchscreen device, you can get clients to sign contracts this way. There are a few different e-signature apps out there, so you may want to take your time shopping around.