How to Reduce Office Paper Use with SharePoint, Scanning, and Document Management Tools
Reducing paper use in offices is now a necessity—not just for sustainability, but also for operational efficiency and cost savings. Infomax Systems Solutions and Services empowers Philippine businesses to reduce paper use by combining document scanning and indexing with Kodak Alaris, workflow automation with OutSystems, and content management tools Sharepoint and Mobius. These technologies support a seamless transition from bulky file cabinets to agile, digital-first environments and have various price points providing customers with acquisition options.
The Importance of Reducing Paper Use in the Workplace
Environmental Impact
Paper production causes deforestation and carbon emissions. By digitizing records with tools like SharePoint and Kodak Alaris Smart Scanning, businesses reduce their carbon footprint and align with Philippine sustainability mandates.
Economic Benefits
Going paperless reduces recurring costs in printing, paper, storage, and retrieval. According to studies, digitization can cut operational costs by up to 30%. SharePoint, combined with Infomax services like Document Back Scanning, ensures long-term savings and process improvements.
Enhanced Workplace Efficiency
Digital tools streamline processes. SharePoint's versioning and collaboration features allow for real-time access to documents. Mobius provides long term archive for governance. Coupled with InfoTrack for physical document traceability, employees gain more time for strategic tasks instead of hunting for paperwork.
Transitioning from Paper to Digital Solutions
1. Audit and Scan Legacy Records
Use Document Back Scanning to digitize existing records. This first step clears the way for digital transformation and improves accessibility.
2. Capture Documents at Source
Deploy Kodak Alaris Scanners or INfuse Smart Scanning to capture paper documents and route them directly to SharePoint or other systems—no manual uploads needed.
3. Automate Data Entry
Use Kodak Info Input Solution to classify, extract, and send document data to your SharePoint library. This improves speed and accuracy while reducing paper bottlenecks.
4. Track Document Movement
Implement InfoTrack to manage and trace both physical and digital documents. It provides visibility throughout the document lifecycle—a vital feature during hybrid digital-paper transitions.
5. Archive & Govern Content
Use Mobius by Rocket Software for long-term archival of scanned and digital records. It complements SharePoint with compliance-ready storage and content retention capabilities.
Best Practices for Sustaining Reduced Paper Use
Build a Paperless Culture
Encourage digital collaboration through SharePoint and other Infomax solutions. Reinforce paperless policies with incentives, and use SharePoint intranet portals to communicate updates, resources, and tracking dashboards.
Monitor and Optimize
Leverage analytics from SharePoint and InfoTrack to track paper reduction progress. Regularly evaluate processes and document usage patterns to optimize workflows and ensure continued improvement.
Transform Your Office, Cut Costs, and Reduce Your Paper Use Today
Ready to reduce paperwork, boost productivity, and save operational costs? Discover how Infomax’s scanning services, SharePoint integrations, and automation tools can streamline your office—starting now. For more information, send us an email at inquiry@infomax.com.ph or Contact Us for a personalized consultation or explore:
2. Kodak Alaris INfuse Smart Scanning