094 90 48200    Get SUPPORT

Aniar IT Services Blog

Is Going Paperless Cost Effective?

Is Going Paperless Cost Effective?

Printing is costly and those costs come from a lot of different directions. They come from paper and ink and the fact that printers seem to need constant maintenance. For some businesses, it’s all too much and they are actively looking for ways to go paperless and cut out their printing and filing costs. Today, we will examine whether or not forsaking the troublesome printer is actually cost effective. 

A Couple Reasons to Go Paperless

Obviously, if your business is looking to cut out its printing costs, you’ve identified printing as being prohibitive to your business’ operational budget in some way. It’s true that your average employee doesn’t consider your business’ paper, ink, and printing costs when they print off every document they work on; or worse yet, three-dozen NCAA brackets. They just figure that you’ve got it worked out. So one reason is to obviously cut costs. 

Another reason is that it’s basically unnecessary. Today, most employees, customers, vendors, etc. have access to machines that can function better (and faster) than traditional business document filing strategies. Smartphones, laptops, and other mobile devices all can access databases filled with content much faster and more efficiently than the fastest file clerk can deliver it. While this also cuts costs, relying on always-available digital systems just makes sense in today’s business climate. 

What is a DMS?

A DMS, or Document Management System, is effectively a digital database of all the paper files your employees would ever need, and it is how businesses cut costs from traditional methods of paper-filing and retrieval. With a DMS, your paper documents are scanned and digitized. They are then filed away in a computer database that can be accessed around the clock so that the people that need access to that information, have it on demand.

Many people may not understand just how expensive filing can be for a business. Not only do you have to pay an entire staff of people to constantly file and retrieve paper files, you also need to have a filing system in place that is secure and makes files readily available. Industry averages are about 7-to-12 cents per page to scan and upload to a DMS. This is substantially lower than the printing, payroll, and storage costs of keeping an onsite paper-filing system. 

So while there are still costs involved, they don’t recur at the same rate once the file is scanned and stored inside the DMS. Anyone with access to the database will be able to access the file. Best yet, securing the file is as simple as managing user account access; something that most businesses already do with their digital resources. 

So, How Does DMS Save My Business Money?

It’s simple. Once your files are stored in the DMS, you never have to worry about paying people to physically find a file. All they need to do is search the DMS and the document in question is available almost immediately. Not only that, file redundancy is there. The system comes with a comprehensive backup. Studies have shown that large organizations basically lose a file every six seconds, a problem you will avoid with a properly-functioning DMS. 

To talk to one of our experts about the possibility of managing your printing costs, and how a document management system helps in keeping those costs down, give our IT professionals a call today at 094 90 48200. 

Solid State Is the Way to Go
2021 is Poised to Hold Some Big IT Challenges to O...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Friday, February 26 2021

Captcha Image

By accepting you will be accessing a service provided by a third-party external to https://www.aniar.ie/

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Technology Best Practices Business Computing Productivity Cloud Google Email Privacy Efficiency Workplace Tips Network Security User Tips Internet IT Support Data Hosted Solutions Mobile Device Innovation Microsoft Software Hardware Communication Hackers Business Collaboration VoIP Small Business Users Smartphones Android Data Backup Smartphone IT Services Managed IT Services Phishing Data Recovery Cybersecurity Computer Network Mobile Devices Communications Windows 10 Tech Term Cloud Computing Gadgets Managed Service Malware Backup Windows Outsourced IT Business Continuity Quick Tips Browser Miscellaneous Artificial Intelligence Upgrade Saving Money Business Management Disaster Recovery Passwords Internet of Things BDR Spam Information Facebook Server Social Media Covid-19 Microsoft Office Holiday Save Money Office 365 Chrome Wi-Fi BYOD Blockchain Automation Paperless Office Router How To Mobile Office Applications Encryption Windows 7 Operating System Government Patch Management Networking Apps Word Cybercrime Computers Data Security Data Storage Connectivity Telephone System Vendor Managed IT Machine Learning Mobile Device Management Infrastructure Display Vulnerability Human Resources Two-factor Authentication Bandwidth Remote Work Staff History Remote Data Protection Remote Monitoring HIPAA Ransomware Settings Data Breach Big Data Virtualization Health Money Telephony Office Scam Access Control Sports Education Managed Services Provider Wireless Update Help Desk Spam Blocking Business Intelligence CES Fraud Compliance Digital Signage Procurement Cryptocurrency Botnet Bring Your Own Device Keyboard Software as a Service IT Management Content Management Training App VPN Managed IT services Employee/Employer Relationship Managed Services Conferencing Augmented Reality Redundancy Meetings Voice over Internet Protocol Password Telephone Systems Google Drive Social Engineering Virtual Assistant Audit Avoiding Downtime WiFi Processor Private Cloud IT Plan Business Technology OneNote Printing Comparison Vendor Management Identity Theft Website Google Docs Hard Drive Unsupported Software Servers Law Enforcement Net Neutrality Credit Cards PDF Entertainment Warranty Cabling Fiber Optics Sales Data loss Trending Gmail Employee Saving Time Computer Fan HaaS Workers NIST Messaging Software Tips Data Management Unified Threat Management FinTech Windows Server 2008 Evernote Cleaning HVAC GDPR Digitize File Sharing ISP Bitcoin Regulations HBO FENG Printer Cables Trend Micro SharePoint Cortana Alert Recycling Devices Supply Chain Management Authentication SMS Telecommuting Mobile Computing OLED Using Data Apple Computer Care Practices Remote Computing IT Assessment Cache Cryptomining Batteries PCI DSS Outlook Amazon YouTube Mouse Default App Shopping End of Support Skype eWaste Thought Leadership Google Search Information Technology Safe Mode Security Cameras Virtual Machine AI Solid State Drive Travel Smart Office Biometric Security 5G Downtime Charger Hosted Computing Shortcuts Windows Server 2008 R2 OneDrive Windows 10s Tools Work/Life Balance Wireless Internet Remote Worker Database Virtual Private Network Frequently Asked Questions Recovery Amazon Web Services Accountants Microchip IT Infrastructure Social Network Customer relationships Start Menu Screen Mirroring Legal Save Time Camera Manufacturing Computing RMM The Internet of Things Employer-Employee Relationship Sync Multi-Factor Security Password Manager Nanotechnology Smartwatch Hypervisor Hacker Physical Security Document Management Root Cause Analysis Wireless Charging Inventory Enterprise Content Management Mobility Copiers Millennials USB Wiring Remote Workers Policy Excel Search Engine Investment Cast Criminal Twitter Proactive IT Peripheral Digital Signature Printers Virtual Reality Professional Services Employees Business Mangement Smart Tech Going Green Flash Google Apps Password Management Social Development Public Cloud Value Workforce Electronic Medical Records Wire Firewall Managed IT Service Procedure Tip of the week Online Shopping Bing ROI Personal Customer Service Specifications Addiction MSP Project Management Quick Tip Domains Personal Information CrashOverride Windows 10 Public Speaking Financial Presentation Managed Service Provider Emergency Regulation Lithium-ion battery Hiring/Firing Wireless Technology Tech Support Fun Company Culture IBM Safety Productivity Marketing Budget Managing Stress Customer Relationship Management Competition IP Address Hard Drives Search