While tempting to go paperless, it does have its drawbacks
Paper is something that we’ve all dealt with in the workplace because that is something we’ve all used while growing up. While there is something magical about holding paper, it can easily become a pain to deal with when you are forced to manage hundreds if not thousands. That being said, we now live in an age where we can jump on a computer and with a quick tap of the search query, you can find nearly anything that you are looking for in the matter of seconds. While there are many people already making the move to digital, opting to read documents on a screen or e-reader, you may be tempted to make the jump yourself. As tempting as it may be, there will always be a need for copiers and printers. Here are the six reasons why.
Hard Copies Are A Legal Requirement
Nowadays you can store and view items online, keep a digital database, and trash those digital files when they are no longer needed. Then there are other documents that may have legal stipulations by a governing body such as the IRS asking you to hold on to them for your business records. We are talking about receipts, leases, tax records, and other materials that were giving to you in printed form. Most smart business owners choose to keep a few hard copies of some of their essential documents in the event of a cyber-attack or an audit. It’s a good business practice to keep copies of your tax information, insurance policies, contracts, and annual reports in a secure filing system. If you were ever attached by ransomware or if the IRS comes knocking at your door, you will be glad that you made those hard copies.
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Just Because You Are Paperless Doesn’t Mean Your Customers Are Too
While you might be convinced that going paperless is the best pivotal point for your business, your customers (you know, the ones that are keeping your cash flow moving and keeps the lights on in your office) probably haven’t opted for a paperless office just like you have. They are still expecting to receive a paper report, invoices, bills, receipts, and similar hard copies. If that means that you now have to outsource this to a local business just to meet your customer’s needs, you are going to be spending a lot of time and money on something that could have been done in mere seconds in-house. Additionally, don’t forget that when you rely on another company to manage your print materials you might inadvertently expose sensitive and/or confidential client information, which is a security breach nightmare just waiting to happen.
If you still have concerns about how you are impacting the environment through your large volume printing you can rest assured that most modern copiers are energy efficient. You can also take it one step further by purchasing only recycled paper or setting up a system for your employees to only do duplexing when dealing with internal documents. This way you are minimizing unwanted waste.
There’s Just Something About Paper On Pen
While we might be heavily invested in switching to LCD screens, there is still something about putting pen to paper to create ideas or to jot down your reports or writing up a document that needs corrections. There is also something about pinning a physical notice, or a report, or a reminder on a wall in your workspace to have it constantly remind you on what you need to get done on your own or as a team. Let’s not forget that you can also use it to remind your co-workers about the proper breakroom etiquette such as refilling the keurige supply when you’ve used the last one. And while you might be able to do that with a slide show on a computer, you need to be mindful of just how much time and energy is going into something that could have taken a few minutes. Additionally, we a handwritten note you can almost be more precise on who the message is for.
Hard Copies For Your Presentation Are Better
In most cases, business owners choose to keep a copier machine in sight simply for convenience. When you have a reliable copier machine backed up by a vendor that takes care of you when your copier machine breaks down, you have more peace of mind knowing that things will get done. Businesses can progress without getting worried about the unknown. Questions such as how will they take the presentation with them if it was done by a local vendor or if they have the technological compatibilities at your destination are quickly removed as an obstacle. While you might consider the idea of sending a PDF to their email, there is nothing like having a hard copy to thumb through while you talk about the presentation.
Offsite Printing Can Get Expensive Quick
Even if you completely removed all printers and copiers from your workplace, there will always be a need for it in the future. When you are forced to go out to make those prints the price per copies/print rates will look outrageous when you “Compare” it to what you were currently spending in-house through a commercial copier. Moreover, you also have to account for the wait time needed to get your prints back, the travel time it will take to pick them up, and the potential risks associated with having an outside entity managing your prints.
Some Documents Are Simply Better In Paper Form
Even those that promote the use print and copy will tell you that there will be times when documents don’t need to be printed. With cloud storage available to most of us, sometimes the best method will be the simples which is to send it as a PDF. If you need guidance and feedback on a presentation you are working on you can always email it to a college. However, there will some documents that will most likely need to be printed. Resumes, for example, are better printed out so that you can review and make notes during the interview. Another example would be tickets such as a boarding pass, hotel reservation, or even admission. The last thing you want is for a mobile device that dies right before you can have it scanned or a cracked screen that doesn’t allow for accurate QR code reading.
There is no doubt that the rate of printing is gradually slowing down. However, you also have to remember that technology has come a long way for every industry – which allows for more environmentally friendly to be created. If you are still on the fence as to what direction you should be taking, make sure to get in contact with one of our professionals today. After assessing your office needs, we will be able to provide a few options and suggestions on whether or not an office copier is for you. And on the off-chance you are already in a copier agreement with another copier vendor and regret signing up with them – we encourage you to check out of Copier Free Upgrade program for business owners that qualify. Our team of professionals will help you get into a newer/better copier without spending a penny more. Let our team of professionals pre-qualify today to find out if you can get that better copier machine sooner than later. And for those businesses that are in our backyard and are looking for a Starter Program, then we encourage you to check out our Starter Program for business owners who qualify. This applies to those businesses that are in the Los Angeles County, Riverside County, Orange County, and San Bernardino County.
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