Quick Guide On How To Go Paperless | FoxyUtils (2024)

To print, or not toprint? That is the question…and if you’re asking it, you’re probably stucksomewhere in the 1990s.

Just kidding, but thiskind of question should be rare in the days of the digital era. One of the trendingmethods to optimize workflow nowadays is togo paperless.

If you still have those hefty piles of paper and bulky printers in your office, it is time to get of rid them. Don’t look for excuses to keep the printer; let the past and all its clutter go!

Thepaperless office is a work environment where people totally eliminate orsignificantly reduce paper usage. Instead, people take advantage of their devicesand use various file formats that can be easily shared using tools like email andonline file sharing sites.

The paperless concept first appeared in the 1990s around the time when PDFs were invented. However, for a few decades, it was more of an idea than a widely used methodology. It took time for people to change their work habits to begin to trade paper documents for digital files.

Inthe last few years, the paperless movement has finally started gaining groundin the global workforce. It seems that businesses are ready to enjoy theadvantages of a paperless office, and the wholly paperless future is justaround the corner.

Benefitsof Going Paperless

#1 It Helps save our planet

Going digital meansgoing green. First of all, reducing your paper usage prevents deforestation. Inother words, you’re protecting our planet’s lungs. Secondly, you conserve notjust the trees but also the water used to produce paper. Finally, you cut downon the air pollution produced by paper manufacturing and the fuel burned throughits transportation.

Every time you split or combine PDF files with FoxyUtils you help us give back to our environment. Learn more how we do this here.

#2 It Saves Money

By saying ‘no’ topaper in the office, you kill two birds with one stone. You not only reduceyour carbon footprint, but also save money. Instead of wasting capital onpaper, printers, and ink, you can invest in the development of your company.

To optimize theusage of your operating capital, look for ways to reduce or eliminate unnecessaryexpenses from paper and printers.

#3 It Saves Time and Increases Productivity

Your employees alreadydedicate significant hours to processing paperwork. You don’t need them tospend any more time getting stuck just trying to set up the printer. Time wastedon organizing, administrating, and searching for paper documents could be spentmore strategically.

Going paperless isone of the most effective ways to boost your team’s productivity. By usingdigital document management systems, your team will have extra time toaccomplish critical tasks, prevent delays, and increase you company’s revenue.

#4 It Helps Declutter Your Office

Paper documentstake up a lot of space. If you work in the financial or legal industries, thespeed at which paper keeps piling up is particularly apparent. On the desk, onthe floor, and on bookshelves, there is always paper clutter waiting to beorganized.

Digitalizing files can give you back that wasted space in your office. Documents can be easily stored on cloud service platforms or in an on-site server.

#5 It Enhances Data Security

Physical documents can be lost or damaged. Itis also much harder to monitor the copying and printing of sensitiveinformation. In the past, keeping documents secure was a trickier ordeal.

Nowadays, you can take advantage of document management software to set up access rights and add digital signatures. It is a convenient and reliable way to prevent data leaks.

*Also read: How to Protect PDF documents: Add Passwords To Your PDFs

How to Go Paperless simple checklist

#1 Come Up With A Plan

Trying to implement the paperless conceptwithout a plan is like trying to win a battle with no strategy. Take goingpaperless seriously and establish a complete program on how to convert your officeinto a paperless office.

# 2 Choose ‘Paperless’ Leaders

In a large company,certain people must be made responsible for the seamless implementation of thepaperless system. They must set an example for team members and educate others onhow to reduce and eventually eliminate printing.

# 3 Check E-signature Laws In Your Country

Unfortunately, not every country isdigital-friendly (yet). Before trashing the last printer in your building, makesure to conduct research on the legal standards of your country. You may be requiredto keep some copies of documents with a wet ink signature. Make sure todouble-check this information.

#4 Set Limits On Printing

*Also read: How UniDoc (FoxyUtils sister company and engine) powers PaperCut’s core features

#5 Digitize Your Paper Documents

Finally, the most essential step in creating apaperless office; gather all hard copies and scan them into the computer system.After you digitize your files, launch your PDF software which should beequipped with optical recognition capabilities (OCR) and convert the scannedfiles to searchable PDF documents. Voilà! – now you have the contents of all of those filing cabinetsstored a click away in your computer.

By the way, there’s no need to go searching for the best software for this vital step. FoxyUtils is here to help you convert your scanned documents into an editable format, so you can edit, merge, split, and compress your PDF files and keep them secure. Our platform has the OCR capabilities you need to make a paperless office your reality.

*Also read: PDFs: The 90s gift that keeps on giving

#1 Cloud Storage

Don’tkeep documents on the shelves or on your desk; keep them in the Cloud. It makesthe data accessible anytime, anywhere, and from any device and operatingsystem.

The current leader among file storage and synchronization services is Google Drive. It can store all of your documents, presentations and spreadsheets and allows for open access to other users so the whole team can edit and comment on one page simultaneously. It is a valuable tool for aiding your team’s collaborative efforts.

A good alternative to Google Drive is Dropbox. Just as with Google drive, you can store and share files with your colleagues just in a few clicks.

(By the way, premium users of FoxyUtils can directly connect to Dropbox or Google Drive and edit PDF files in the cloud).

#2 Paperless Accounting Software

Try to update your accounting processes to shift to apaper-free work environment. It’s easier than ever to do with tools like Xero auser-friendly accounting platform for the simple management of invoicing,bookkeeping and bank reconciliation.

Controlling cash inflows and outflows with accountingsoftware can help you have a better overview of your finances and reduce the burnrate.

#3 E-signature Software

One of the biggestobstacles for a paperless office is signing papers. However, you don’t need toprint out documents to do this anymore, as you can sign them electronically andshare them online.

There are several comprehensive and secure platforms for e-signing your documents and contracts. Most of them are feature-rich and provide a suit of integrations with third-party tools. A few popular e-signature solutions are: PandaDoc, eSignLive, DocuSign, Hello Sign, Digisigner.

We have more goodnews: FoxyUtils is about to launch its own e-signature feature, so very soonyou’ll be able to not only edit and protect your documents, but also toelectronically sign and share them with your team and clients.

#4 Paperless Note-Taking Solution

To boost efficiency and boost collaboration for your team, you can also switch to paperless notes and memos. The best app for taking digital notes is, without a doubt, Evernote.

Evernote allows usersto create and share notes and tasks with co-workers easily, quickly, andsecurely. Another advantage of Evernote is that it allows you to attachpictures, files, and voice and audio memos to notes. This tool also providessynchronization of notes and tasks across all devices and lets you access thenotes even when you’re offline.

Evernote is an eco-friendlyalternative to traditional paper notebooks. Try it out and watch how theproductivity of your team increases.

#5 PDF Software

To maintain your paperlesssystem, you have to not only digitize your paper documents, but also choose areliable and multifunctional PDF software program to convert and edit yourfiles.

You may choose to stickto offline desktop software or select a cloud-basedPDF program that secures your files, allows you and your team tocollaborate simultaneously, and gives you access from anywhere. One of theseprograms is FoxyUtils, which provides access to a number of basic and advancedfeatures such as the ability to edit, merge, split, and compress your PDF files.Most importantly, FoxyUtils guarantees the security of your data with passwordprotection for your documents and limited user access setup.If you are ready to reap the benefits of a paperless office,FoxyUtils is the digital and eco-friendly tool you need to make it a smoothtransition.