Management

From Document Manager Magazine Vol 20 No 05 - September/October

Doug Rudolph, General Manager of Marketing at PFU Imaging Solutions Europe, discusses the true costs of paper consumption, and suggests some ways that businesses can benefit from working smarter

Pursuing the path to sustainability - economically as well as environmentally - can make a difference for any business. A big part of any businesses drive for sustainability (meeting the needs of the present generation without compromising the ability of future generations to meet their own needs) has to be to review the materials they consume.

The digital revolution was supposed to render paper obsolete. Whilst it is possible that the growing ubiquity of smartphones and tablets and the rise of so-called Bring Your Own Device (BYOD) practices may bring this a step closer, we are not there yet. Despite paper use declining slightly in most regions - although growing in China - the US and Western Europe are still prodigious consumers of paper.

The average office worker is responsible for 10,000 sheets of paper per year, nearly an entire tree per person (the average tree produces 12,500 sheets). Globally, 786 million trees annually are needed to feed our demand for paper. Perhaps most shocking of all, the average document is copied 19 times, yet 45% of documents are thrown away within 24 hours of creation and the average office worker is responsible for 160kg of paper waste every year.

There are consequences to this consumption. According to the 2011 report on the State of the Paper Industry, "our use and disposal of paper can have enormous impacts. These include loss and degradation of forests that moderate climate change, destruction of habitat for countless plant and animal species, pollution of air and water with toxic chemicals such as mercury and dioxin, and production of methane, a potent greenhouse gas that emits as paper decomposes in landfills."

There are financial costs too. The cost of printing (equipment, maintenance and supplies) is equivalent to 14 euros per 1,000 sheets. The cost of creating the documents to fill a four-drawer filing cabinet is a staggering 20,000 euros - with 'maintenance' costs a further 1,600 euros every year.

The good news is that saving paper is one of the easiest decisions a business can take and implement. One of the best and easiest ways to reduce paper consumption is to not print information that is born digitally and to convert paper-based information to digital documents so that a single copy can be stored, managed and delivered.

The other is to reduce use through electronic processes - making small adjustments to the way an organisation works. Document Imaging, a core component of Enterprise Content Management (ECM), can convert paper to digital documents, resulting in a single copy being stored, managed and delivered without being printed, copied and shipped. Document Imaging is a combination of hardware and software that transforms paper into business-ready content.

Making a conscious decision to reduce the reliance on paper will result in fewer trees being cut down, substantially less consumption of natural resources such as water and energy, and fewer pollutants. Saving paper in core business processes results in significant savings, streamlined business processes, better compliance with regulatory guidelines and increased productivity. Reducing paper is a winning proposition for business and for the environment.

There is a huge prize to be realised. Organisations can achieve real economic benefits by reducing costs, increasing productivity, improving business processes and enabling collaboration and communication. They will also improve content accessibility and security, reduce onsite and off premise storage, reduce time and the expense of courier services, comply with current and future environmental regulations, improve employee motivation and morale and enhance credibility with customers and other company stakeholders.

Through the introduction of a scanner and some limited alterations in working practices, companies can make tangible savings. According to AIIM analysts, implementing Document Imaging alongside the deployment of a scanner translates into a 5,000 euros saving for a 20 person organisation, in the first year alone.

Sustainability does not have to be an abstract concept. By taking one concrete step and scanning to go green, businesses can make a positive and substantive difference. Both their bottom line and the environmental well-being of the planet will benefit.

More info: www.scansnapit.com/scantogogreen

Management