Office Costs Associated With Paper Documents

How do you file, find, and manage documents in your company?

If you have to spend the time to go through piles of paper to find what you need, you’re not alone: Most organizations have 80% to 85% of all their information residing on paper. While this situation is relatively common, it’s not ideal. Here are a few of the office costs associated with managing paper-based documents, and why using software is a smart idea:

Equipment Costs

At first, paper-based documents don’t seem like a big deal. After all, paper is not supposed to be fancy or sophisticated, but is supposed to be cheap. However, when you factor in corporate needs, we’re talking about a few reams of paper every month—or even dozens, depending on your company size.

Your company certainly won’t leave these piles of paper sitting in a spare room. It needs file cabinets to store them—and the last time we checked, they cost money.

Speaking of equipment costs, what do you do when you print a contract of 20 pages or more? You use a stapler to fasten the sheets of paper together. As far as we know, staplers aren’t sold with unlimited staple supplies, which means that you have to buy more and more.

You may argue that all of these are small costs, but when you sum up each dollar you spend on paper documents, you might find a bit of a surprise.   

People Costs

Dishes don’t do themselves, and paper documents don’t magically fly into file cabinets.

You need someone to help you file, find, and manage documents in your workplace. The problem is that if you decide to hire an archivist or office organizer, you’ll increase your people costs. On the other hand, if you don’t take any action, you’ll be slowing down your employees with trivial tasks—and we all know that time is money.

To make things worse, people get sick, go on vacation, and make mistakes. That’s why this is a problem that needs to be solved with smart software solutions like the ones we offer at Office Systems.  

We Have The Solution!

At Office Systems, we’re proud to help businesses, inundated with paper documents, find a better solution to store information and cut costs. Contact us online or call us at (800) 779-7030 to learn more about our products and services.