Document management technologies provide a powerful way to reduce paper usage and offer the possibility of improved workflow and enhanced security.  Document management is now a sensible paper-saving strategy for virtually any size of organisation

Here are a few simple ways you can leverage document management technology: 

1.  Automate Workflow. Most business processes involve the flow of information between individuals or departments for approval. Document management technologies offer the opportunity to reduce paper usage by moving documents digitally through approval processes rather than sending paper files. Not only does this save paper, it also speeds up approval processes. Not having multiple versions of a document reduces confusion and the view log on the document management system can increase accountability.

2.  Reduce Paper Filing. Storing documents in paper format leads to unnecessary paper usage.  Scanning documents to electronic format means that users can search for files in digital format. These files can be viewed on screen. Virtual sticky notes and other annotation tools can be used to record notes. Digital copies of the page can be forwarded as email attachments.

3.  Eliminate Faxing. Faxing information from one party to another is a paper drain. You can eliminate this paper waste with new scan-to-email technologies that allow you to send documents as email attachments from your multifunctional copier.  Email attachments are more secure than faxes that sit on a public fax machine’s exit tray, they arrive faster, and eliminates long distance expenses.