Document dematerialization, or the conversion of paper documents to digital format, is becoming increasingly important especially for today’s businesses. The main reasons include the need to reduce costsimprove productivity and increase sustainability.

In this article we will explore these benefits and provide some practical tips to help companies become more sustainable through document dematerialization.

How to reduce costs with document dematerialization

Eliminating paper completely can significantly reduce costs in the long run as it is not necessary to purchase and store paper, toner, and other printing materials. In addition, the management of digital documents is simpler and faster than managing paper ones, as documents can be Easily stored, retrieved, and shared electronically.

Fewer paper documents, a step toward a more sustainable future

The strong environmental impact involved in document dematerialization is evident. An estimated 18 million trees are cut down each year just to produce paper in the United States. Globally, the number of trees cut down for paper production is much higher, reaching tens of millions of trees each year. This has a significant impact on the ecosystem and forests, particularly considering that many of the forests are illegally logged and many animal species are at risk of disappearing due to habitat loss. Therefore, it is important for companies to do their part to reduce their impact on the environment by adopting solutions such as document dematerialization.

We also consider the significant savings in water, energy, and other natural resources that are preserved and how costly and complex paper waste management is.

Several surveys show how environmental, social and governance issues are now so fundamental to workers that they influence their work choices. In fact, nearly half of respondents would be willing to accept a lower salary to work for an ethically and environmentally responsible employer. The same study reveals that 40 percent of millennials have already given preference to a more environmentally conscious company when accepting job offers in the past.

By replacing paper with digital documents, companies can then embrace ESG practices that result in greater protection of the planet while satisfying customers and employees.

Switch to secure and certified digital documentation

It is worth mentioning the importance of having an efficient technology solution for document dematerialization. TrueScreen’s proprietary technology is an example of how technology can support companies in their transition to a more sustainable future.

Using TrueScreen services, any type of content can be digitally captured and certified in real time, ensuring authenticity and unchangeability of data. This makes the production and storage of paper originals unnecessary and enables secure and efficient management of business processes.

Companies can no longer fail to consider their impact on the environment and society and seek to implement sustainable processes by integrating a sustainability strategy within their business strategy. TrueScreen wants to support companies in pursuit of this goal by enabling them to manage their information flows more responsibly, ethically and securely.

Additional tangible benefits for your business

Completely eliminating paper from your business not only reduces your environmental impact, but also increases the efficiency and transparency of your business operations. In addition, companies that adopt sustainable practices are often perceived as more responsible and environmentally conscious, which can enhance their reputation and attract new customers.

Some tips for starting effective document dematerialization

To become more sustainable through document dematerialization, companies can follow these simple steps:

  • Identify which documents to dematerialize: ask yourself which documents are often printed or shared? For example, invoices, contracts and forms. Consider whether they can be managed electronically.
  • Raise staff awareness: involve all staff in the transition to dematerialization, providing them with the necessary training and encouraging their adoption.
  • Train staff: it is important that staff are properly trained to make the best use of digital technologies and understand the benefits of document dematerialization.
  • Adopt digitization procedures: it is necessary to implement procedures for digitizing existing documents and creating digital documents in the future.
  • Implement digital tools: adopt technologies such as document management software, electronic signature systems, and cloud storage systems to help manage, store, and share digital documents.
  • Share documents securely: it is important to use appropriate security technologies to protect digital documents from loss or unauthorized access.
  • Monitor progress: it is necessary to monitor the progress of document dematerialization and periodically evaluate the efficiency of the technologies and procedures adopted.

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