{"id":7840,"date":"2018-01-22T16:52:39","date_gmt":"2018-01-22T16:52:39","guid":{"rendered":"https:\/\/www.investintech.com\/resources\/blog\/?p=7840"},"modified":"2019-08-22T14:32:27","modified_gmt":"2019-08-22T14:32:27","slug":"4-paperless-office-myths","status":"publish","type":"post","link":"https:\/\/www.investintech.com\/resources\/blog\/archives\/7840-4-paperless-office-myths.html","title":{"rendered":"4 Paperless Office Myths That Won\u2019t Go Away"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-7842 size-large\" src=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Go-Paperless-1024x768.png\" alt=\"Paperless Myths Debunked\" width=\"1024\" height=\"768\" srcset=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Go-Paperless.png 1024w, https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Go-Paperless-300x225.png 300w, https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Go-Paperless-768x576.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Some 50 years ago, offices were packed with shelves, cabinets, and folders containing all sorts of paper documents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As businesses grew, so did their needs for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">physical storage space<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">people to handle document creation, archiving, and retrieval<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">expenses for maintenance and equipment<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Workflows regarding document management became a nightmare with an ever-growing hunger for more resources.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, <\/span><a href=\"http:\/\/www.history.com\/topics\/inventions\/invention-of-the-pc\" target=\"_blank\" rel=\"noopener noreferrer nofollow\"><span style=\"font-weight: 400;\">personal computers<\/span><\/a><span style=\"font-weight: 400;\"> (PCs) entered the stage and made professionals dream of the time when all the documents will be created, stored, and searched digitally. In hopes of a more productive and automated office of the future, that dream was named \u201cpaperless office\u201d.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Fast forward to present times&#8211;technology advanced greatly, but paper is still around. However, wondering why modern offices didn\u2019t succeed in ditching the paper completely is a wrong question to ask. That\u2019s because the term paperless office is often surrounded by a lot of myths and misconceptions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s see what things most people automatically assume when they think about the paperless office concept and why they are actually not true.<\/span><\/p>\n<p><!--more--><\/p>\n<h2><span style=\"font-weight: 400;\">There\u2019s No Paper in A Paperless Office<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When you imagine an office dealing with just digital documents, a paperless office may seem like an impossible goal to strive for. Truth is, the paperless concept isn\u2019t an \u201call or nothing\u201d deal. Depending on the type of business, there are a lot of in-between possibilities.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7843\" src=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Paperless-Office.jpg\" alt=\"Modern-Day Office Space\" width=\"640\" height=\"428\" srcset=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Paperless-Office.jpg 640w, https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Paperless-Office-300x201.jpg 300w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">So, a <\/span><a href=\"https:\/\/www.investintech.com\/resources\/blog\/archives\/6627-run-paperless-office-efficiently.html\"><span style=\"font-weight: 400;\">paperless office<\/span><\/a><span style=\"font-weight: 400;\"> isn\u2019t a <\/span><i><span style=\"font-weight: 400;\">paper-free<\/span><\/i><span style=\"font-weight: 400;\"> office&#8211;rather it\u2019s a working environment where the use of paper is reduced to a minimum. When you don\u2019t create any more paper than you need to, you\u2019ve earned the right to call your office a paperless one.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The paperless concept is actually about making tasks that deal with documents easier, cheaper, and environment-friendly, thus making your business more productive and able to grow faster.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Digitization is All You Need to Go Paperless<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When scanners first joined PCs in the modern-day offices, business owners invested a lot of time and money to convert physical documentation into digital libraries stored on local hard drives or servers. By doing so, they managed to cut down costs for renting office space and archiving documents. If named properly, files were easily traceable and just a few clicks away. You wouldn\u2019t have to manually go<\/span> <span style=\"font-weight: 400;\">through piles of paper in search of a specific document.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Nevertheless, the process known as digitization is just one step in the right direction, but certainly not the only<\/span><span style=\"font-weight: 400;\">,<\/span><span style=\"font-weight: 400;\"> nor the last. Since scanned documents (usually PDFs) are nothing more than images of text and graphics, using a computer search for a specific keyword, date, or number and improving traditional-office workflows is impossible.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7844\" src=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Digitizing-Documents.jpg\" alt=\"Document Digitization\" width=\"640\" height=\"451\" srcset=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Digitizing-Documents.jpg 640w, https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Digitizing-Documents-300x211.jpg 300w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">In order to get the most out of the digitization, you need to take advantage of Optical Character Recognition (OCR) technology. It converts paper documents in such a way that digitally archived PDFs become searchable and editable. Every piece of information locked inside a <\/span><a href=\"https:\/\/www.investintech.com\/resources\/blog\/archives\/7472-converting-scanned-pdfs.html\"><span style=\"font-weight: 400;\">scanned PDF<\/span><\/a><span style=\"font-weight: 400;\"> can be then searched for and reused with minimum effort.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Paperless Office Documents Are Less Secure<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Paper is lightweight, burns quickly, and tends to absorb moisture. These characteristics can be translated into potential security issues:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">paper can be easily stolen <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"> it can perish in natural disasters<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">it needs certain conditions in order to be stored safely<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The cost of losing even part of a business\u2019 archive can make a company go bankrupt; not to mention the damage that industrial espionage can inflict on a business.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In order to avoid these catastrophic scenarios, it\u2019s wise to have multiple backups of your business documents. Now, imagine all the resources you\u2019d need to make and secure a paper one\u2026 It\u2019s mind-blowing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why digital backups are the way to go. Besides the ability to make multiple backups efficiently, you can utilize <\/span><a href=\"https:\/\/www.investintech.com\/resources\/blog\/archives\/6615-pdf-security-essentials.html\"><span style=\"font-weight: 400;\">PDF security<\/span><\/a><span style=\"font-weight: 400;\"> measures such as encryption and password protection. Furthermore, you can easily set up sharing options and keep track of who viewed, downloaded, or edited sensitive documents.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7845\" src=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Cloud-Backup.jpg\" alt=\"Create Backup Online\" width=\"640\" height=\"360\" srcset=\"https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Cloud-Backup.jpg 640w, https:\/\/www.investintech.com\/resources\/blog\/wp-content\/uploads\/2018\/01\/Cloud-Backup-300x169.jpg 300w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">However, there\u2019s always the fear of a digital storage failure. The best way to ensure your paperless documents are safe is to have backups on multiple, independent drives, as well as having a few in the cloud. Breaches can happen for sure, but remember that your sensitive documents are only as safe as your account on Google Drive, OneDrive, or Dropbox is. So, apply a strong password and if you share it, make sure it\u2019s with people you trust. It\u2019s also worth noting that spiders (search engine bots) don\u2019t have permission to index files you upload to online storage platforms.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Going Paperless is Costly<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We won\u2019t deny that the initial costs for going paperless can be intimidating, especially for businesses just getting off the ground. However, you\u2019ll unquestionably save a lot in the long run on paper, ink, office space, low-productivity issues, etc.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Office equipment and tools you\u2019ll need to go paperless are cheaper than ever. Take Able2Extract Professional 12\u2019s lifetime license price for example. For a one-time fee of $149.95 you get PDF productivity-boosting software that comes with:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">OCR technology included<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ability to convert PDF to more than a dozen of the most popular file formats<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ability to edit PDF without conversion<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ability to <\/span><a href=\"https:\/\/www.investintech.com\/resources\/blog\/archives\/7357-how-to-perform-pdf-batch-conversion.html\"><span style=\"font-weight: 400;\">batch convert multiple files<\/span><\/a><span style=\"font-weight: 400;\"> in seconds<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Annotation and redaction options<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">And much more<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These misconceptions about switching to the paperless office can easily be debunked, but the real problem in implementing such a concept is your employees\u2019 natural resistance to change. Therefore, the process should be gradual and managed carefully in order to be successful. By taking small steps and giving time for people to realize all the positive effects a paperless office concept brings, you\u2019ll get everyone in your organization on-board and even advocating for changes.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Some 50 years ago, offices were packed with shelves, cabinets, and folders containing all sorts of paper documents. As businesses grew, so did their needs for: physical storage space people to handle document creation, archiving, and retrieval expenses for maintenance and equipment Workflows regarding document management became a nightmare with an ever-growing hunger for more &#8230; <a title=\"4 Paperless Office Myths That Won\u2019t Go Away\" class=\"read-more\" href=\"https:\/\/www.investintech.com\/resources\/blog\/archives\/7840-4-paperless-office-myths.html\" aria-label=\"More on 4 Paperless Office Myths That Won\u2019t Go Away\">Continue reading \u2192<\/a><\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6],"tags":[267,263,287,24,239],"class_list":["post-7840","post","type-post","status-publish","format-standard","hentry","category-3-diversions","tag-document-management","tag-ocr","tag-paperless-office","tag-secure-pdf","tag-work-productivity"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>4 Paperless Office Myths That Won\u2019t Go Away<\/title>\n<meta name=\"description\" content=\"The paperless office is surrounded by a lot of misconceptions. 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We debunk 4 paperless office myths and explain the benefits of going paperless. 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