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Guide for the paperless office

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Today, modern day-to-day working life is digital on many levels. Whether it’s practical gadgets, tools for productivity and planning or virtual to-do lists – scarcely any task is done without digital help or web-based applications. They promise to speed up and simplify familiar processes, and above all, make them paperless. These tools have become an important part of our daily working life.

Digital is in – this is also true for office administration. In the past, documents needed to be printed, sorted and archived. Nowadays, this is not necessary any more. Because of digital document management, you can save a lot of time and money! Today, we want to show you how you can profit from a paperless office and why making the switch is worth it:

The advantages of a paperless office

Save money and increase work efficiency

As soon as you have digitized all of your documents, your data is much easier to find than with the help of an analog archiving system. Workflows can be simplified because time-consuming routines can be abandoned.
One of the most important advantages of the paperless office is the enormous savings effect: the consumption of materials, such as paper, folders or printer cartridges is reduced. When you handle your mail digitally, expensive postage won’t be necessary anymore.
Besides the more efficient workflows and saving effects, you additionally protect the environment.

Mobility

By transferring your data to the cloud, your paperless office essentially becomes “office-less”. You only need to be online in order to have access to all of your data – everywhere and at any time. Due to this flexibility, you can work at any place, share documents easily and react to requests spontaneously.

Legal validity

Against the predominant opinion, digital contracts, documents and electronic invoices have the same legal relevance as their analog counterparts. Nowadays, many invoices can be signed by a digital signature. BITKOM listed some details regarding this issue.

A lot of people are convinced of the idea of the paperless office. According to a BITKOM – study, there is a trend towards digitalization. In 2013, only 15% of people asked showed an open-minded attitude concerning the topic of a paperless office. By now, the number has increased to 33%.

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One of the most important steps towards a paperless office is to generally reduce the amount of paper you are dealing with. You can turn down unwanted letters, advertisements or info letters. Placing well-known label “No advertising” on your mailbox can prevent you from receiving unwanted mail. Alternatively, you can contact your internet service provider, insurance agency and others and ask them to no longer send you advertisements.

By the way: This principle can be transferred to your incoming e-mails! Our tip: deactivate forum notifications, Facebook e-mails and avoid signing up for advertisement mails from online shops.

Should you receive a weekly newspaper you don’t read regularly, you should cancel the subscription. Maybe the newspaper already offers a digital version? Nowadays, nearly every newspaper or magazine offers an e-paper. You get the same content sent to your phone or tablet, which doesn’t only save paper but it is also much easier to handle.
Mail that cannot be cancelled, such as invoices, account statements, payrolls, or legal communication, can often be dealt with without any paperwork. You simply need to ask the specific company if a switch to digital communication is possible. Account statements, for example, can be easily downloaded as a PDF with the help of online banking.

What do you think about the paperless office? Do you have any other ideas how to reduce your daily paperwork? We are looking forward to your suggestions!