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Hinton Davis

Hinton Davis

Business Development Manager at Docufree | Specializing in Document Scanning and Capture, Workflow Automation and Enterprise Content Management

Ditch Paper Through a Digital Mailroom and Document Scanning Digitization

As organizations grapple with the evolution of their working environments, it’s clear that flexibility, efficiency, and digital proficiency are more paramount than ever. While shifts in the traditional office have been in motion, the emphasis on becoming paperless is undeniable. A truly remote and agile workforce fundamentally depends on a reduced reliance on paper.

Paper Usage Across Sectors

Although paper in offices overall is declining in some sectors, paper and filing storage in large commercial offices is still factored into their design. The phrase ‘paperless office’ was first flaunted in the eighties and overall, there has been a positive decrease in the use of paper in business processes across many sectors. This is most apparent in the financial services industry where there has been an increase in the number of digital transactions due to customer demands and communication channel preference. In this sector you will find on average 1.64 feet of filing per person being housed within offices, which is incredibly low in comparison to a couple of decades ago.

However, in other sectors such as legal, paper dependency remains high, with a lot of original documentation, deeds, signed documents and duplicate case files being worked on simultaneously by legal staff, resulting in a significantly larger amount of paper being found in law firms across the country. Healthcare is another area, where despite a ‘2020 digital by default’ initiative, many hospitals continue to house patient records in hard copy. Although in recent years, major steps have been taken to transition to a paperless way of working.

Why Digitization Matters

Digitization plays a vital role for businesses aiming for efficiency, accessibility, and security. By converting to digital formats, companies can avoid the significant costs tied to premium office storage space occupied by filing cabinets. Beyond cost savings, digitization eliminates physical barriers, granting businesses and employees seamless access to vital information, from anywhere at any time. Additionally, with digital records, maintaining compliance with record-keeping and retention requirements becomes straightforward. It also adds an enhanced layer of security, safeguarding documents for the long term.

Four Ways to Reduce Paper Dependency in Your Business Through Digitization

  1. Document Scanning: The process of transitioning from paper to digital often begins with document scanning, but not all scanning services are alike. Depending on the needs and volume of records, businesses can choose from several types of scanning services:
    • High-Volume Backfile Scanning: Ideal for businesses looking to digitize a large backlog of documents all at once. This comprehensive approach ensures that all records, even those archived over the years, are readily available in digital formats. Read More >>
    • Scan-as-Needed or Ship-to-Scan: Perfect for companies with evolving scanning needs. Rather than digitizing everything upfront, documents are sent in batches, depending on requirements. This method provides flexibility and ensures timely digitization of essential or frequently accessed documents.

  2. Digital Mailroom: Eliminate paper right at its entry point into your organization. Many businesses, in response to increasing remote work, have eliminated their traditional, physical mailroom operations by transitioning to a digital mailroom. A digital mailroom is like a modern post office for your business, except it’s online and services are delivered virtually. Instead of receiving, sorting, and distributing paper mail by hand, everything is done electronically. Picture all of your incoming mail being scanned and turned into digital files. Then, these files, along with inbound emails, faxes, web forms and documents coming into other systems, are automatically classified, sorted and sent to the right person or department at the right time. It can also take care of your outbound mail needs. Users can submit documents and have them printed, metered and shipped at the click of a button.

    The benefits of such a transformation aren’t just limited to immediate paper reduction. A digital mailroom can set the stage for broader digital transformations, ready your business for more transformative technologies and ensure a smooth flow of information, regardless of where your team is based. Read More >>

  3. Cloud-Based Document Capture: Empowering the workforce with tools that diminish the need to physically print is pivotal in the quest for a paperless environment. Various methods exist that make this transition smooth and intuitive. Desktop print drivers, for example, let users “print” electronic documents directly from any Windows application, effectively capturing the information without producing a hard copy. Drag and drop capabilities further simplify the process by allowing direct import of files. Additionally, the option to browse and upload documents, as well as integrations with multi-function printers (MFPs) and desktop scanners, ensures that even traditionally printed documents can be easily digitized and stored in the system. Read More >>

  4. Electronic Forms & Signatures: Transitioning to electronic forms and signatures is another transformative step in reducing paper dependency. Instead of traditionally printed forms, electronic templates ensure that documents begin their life cycle digitally, eliminating the need for later conversion. This not only enhances efficiency and accessibility but also ensures stronger security with authenticated signatures. The added benefits include significant cost savings from reduced printing, handling, mailing and storage, coupled with a positive environmental impact from minimized paper use. Read More >>


Ready to embark on your organization’s digital journey and minimize paper dependency? Contact us today and explore the possibilities.

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