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5 Essential Steps of Document Storage

document storage

Printing and copying costs take up a majority of company budgets. Moving towards a digital storage system with document storage is a sure way to cut costs while introducing various benefits.

1. Identifying Printing Habits

An understanding of office printing habits will help shape your strategy for implementing document storage. People print all kinds of documents, from protocols to temporary notes for editing. While paper will not be eliminated, identifying printing habits will reveal where paperless processes are needed.

2. Assessing Your Printing Fleet

Document storage is going to cut down output, but can also be a tool for shaping a more efficient printing fleet. Assessing your printing fleet will allow you to direct all production to a machine that has a low cost of operation.

3. Observing Paper Processes

As your business moves to a digital document storage system, you will notice some tasks don’t require printing. Software can enable people to add signatures digitally, documents can be edited by multiple team members simultaneously, and training protocols can be shared as a PDF. These are only a few examples and abilities will vary by industry.

4. Implementing Print Policies

Once you have figured out where the majority of your printing is being done in-house, you can formulate policies that promote document storage. Print policies can include requiring duplex printing when possible and limiting color prints. Document storage will eventually encourage team members to share, collaborate, and edit files without printing.

5. Engaging Your Team

The last step for a successful document storage system is to engage your whole team. People will be reluctant to move to a paperless office, but that doesn’t mean they won’t embrace it with time. Check in with employees and ask for input on your print policies. You should also share increased sustainability and security measures as your office document storage system takes off.

If you are looking to cut printing and copying costs with document storage in five simple steps, call us today!

Article Type: 
Blog