Tuesday, 16 December 2014

Five Reasons to Forget Paper Records

Did you know that British businesses print off 120 billion pieces of paper every year? Not only is over-printing paper records wasteful, it leads to other practical costs for businesses each year. If you are not already retiring paper records from your office, here are five reasons to make the switch.

1.     Paper records are not easy to organize. Have you ever tried to rearrange a filing cabinet at the snap of a finger? Paper records can only be retrieved through the system they were filed underif your staff remembered to file the records at all. This means that if your paper records were filed by name, you have to go through all of your records to see what was filed most recently, who your customer service team interacted with last, or by the largest accounts you deal with. OfficeBooks allows users to sort records by customer, due date, contact follow up, balance owed, and more at the press of a button.
2.     Paper records take up valuable office space. Not only are filing cabinets expensive, they take up expensive office space. According to The Cost of Managing Paper by KJ McCorry, if you are paying the average price of office space in the USbetween $15-20 per square footyour business is already spending $236-$314 per filing cabinet in space. OfficeBooks is a cloud service, which means we host the servers so you can get more done with a smaller office.
3.     Paper records are not secure. Offsite storage is smart because keeping one set of paper records is risky. In the event of a break-in, fire, flood, or anything an insurer would call an Act of God, the paper records you keep around the office are constantly at risk being lost or damaged. Could storage is offsite storage. If anything happens to your office, your records will be still be safe in the cloud.
4.     Paper records waste time. A paper by KMWorld suggests that 90% of time that knowledge workers spend in creating new reports or other products is spent recreating information that already exists. If an employee waste too much time looking for a record they are unable to find, they will waste even more time trying to duplicate the that information, even if it is information you already have. An effective record keeping system means your files are always on hand, easily searched and indexed, and do not require duplicating information that you should already have.
5.     Paper records can only be accessed in one place. If there is an emergency, and you are not at the office, you will not be able to look over your paper records first hand. Likewise, if an order comes in, paper records do not automatically send instant alerts to your manufacturing or inventory management team. With OfficeBooks, everyone on your team can access your businessrecords right when they need to. No mailing or faxing required.

Have you lost paper records recently? Feel free to share your story in the comments section.

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