Why You Still Need Managed Print Services If You’re Paperless

Is managed print services in Canada necessary for a paperless office? In this article, we will talk about the numerous benefits of MPS for all types of business and how it can assist in making a truly paperless office a reality.

Keep on reading for more info!

 Woman working in the office

What Does A Paperless Office Really Mean?

The vision for a paperless office was conceived in the advent of personal computers. Its goal was to eliminate the necessity to print out documents through digitization and transitioning to the use of electronic screens instead of paper. This has become easier with the rapid technological breakthroughs launching advanced computers and laptops and handheld devices like smartphones and tablets combined with the limitless connectivity and possibilities of the Internet. For example, there’s email and cloud sharing options.

But through the years, the definition of and expectations for a paperless office has dramatically evolved. From simply conducting business operations minus printing to promote environment-friendly initiatives and sustainability, it has slowly shifted the focus to also support emerging agile workplaces that excel in terms of efficiency, productivity, and profitability.

The Benefits of Going Paperless

More companies are striving to achieve a paperless office operation because of the following benefits.

  • It saves time, space, and energy.
    When you go paperless, you store your digital files in a secured server or cloud sharing platform. It eliminates the filing, sorting, and organizing hard copies of documents. There is no longer a need for traditional big, bulky filing cabinets or piles of paperwork on your employees’ desks. Digitizing files keeps everything you need in one place. It takes out the guesswork and risks of important documents going missing.
  • It saves money on supplies and operational expenses.
    Digitization cuts your expenditure on paper, ink, toner, printer, and postage. This also includes energy and fuel expenses to power printers or deliver documents to clients, and wages for employee hours wasted in printing out documents or the administrative tasks of sorting and managing all sorts of paperwork.
  • It boosts overall productivity.
    With no time wasted and instead dedicated on tasks that truly matters, a paperless office runs like a well-oiled machine delivering high success rates at a quicker pace compared to its conventional counterparts. Time-sensitive documents are signed immediately and sent electronically. There is ease of access for documents while maintaining restriction for unauthorized personnel.
  • It is great for the environment.
    Going digital is a green initiative. It’s a known fact that trees have to be cut down for paper production. A single tree can only give you estimatedly 17 reams of paper. As trees take anywhere from 10 to 50 years to grow, this is devastating for the virgin forests where they are usually sourced and for the environment as a whole. By going paperless, you are making a huge dent by not being a part of the problem and reducing your carbon footprint.

The Truth About Paperless Office

On the contrary, for many reasons unique to each organization, achieving a truly paperless office is still far from being a reality. Despite the best intentions to completely banish paper and impressive efforts to conduct businesses purely online, there are still a lot of contributing factors as to why it’s not yet happening now.

These include:

  • Ease of printing
    Printing has become easier with smart print software and bluetooth-capable and Air-enabled printers. Printing cost has also become cheaper.
  • Business World
    Basically, old habits die hard. Paperless offices are challenged with the inevitability of having to deal with clients and companies who still prefer to have things just the way they are—with lots of hard copies.
  • False assumptions
    There is a preconceived notion that the transition to and the maintenance requirement of going digital is expensive.
  • Fear of change
    The fear of having to deal with the backlog after years of operating in a print-heavy environment. Some people also find the learning curve intimidating.

Close up of a person using a multifunction printer

How MPS Can Help A Paperless Office

Because of the obstacles of pulling off a completely paperless office, others are proposing heading to “paperlite”workplace instead.

Despite its name, managed print services in Canada is not limited to printing solutions. All types of business organizations can benefit from having an MPS onboard, including paperless offices. As a matter of fact, they can even take advantage of several MPS key features to make their paperlight initiative more seamless and effective.

Here are some examples.

  • Full Automation Efficiency
    MPS offers performance-enhancing document solutions that can further optimize your business’ documentation processes. Instead of having an employee manually fulfill tasks, such as organizing files into digital folders, permitting and revoking access, labeling files, and importing files, managed print services in Canada can provide convenient automated solutions through online applications or customized programming.

    Integr8 offers a comprehensive Performance-Enhancing Document Solutions for businesses in Canada and the United States. By efficiently uploading, organizing, and storing all business documents in an easy to use and logical structure, any authorized user across the globe can access the documents they need instantly. Using the power of the cloud, all of your invoices, contracts, process documents, and more, are available to whoever needs them in a few clicks of a button.

  • Strengthened Cyber Security Defense
    Even paperless offices admit owning, at least, a single printer, scanner, or fax machine. When connected to the Internet and to your internal network, these devices can also make your organization vulnerable to risks of intellectual property theft and digital attack. MPS can help build up your company’s defenses against these threats.

    Our Print Security Audit Service actively scans your printers to ensure you are protected. The program tracks important firmware updates, necessary password changes, and optimizes device management settings to enhance your security. Everything is presented in an easy-to-use dashboard, so you can know everything you need at a glance.

  • Empowerment Toward Sustainability
    Having a managed print services in Canada provider on board can also further empower your organization in your quest for a truly paperless office and cause for sustainability by further streamlining your printing and business processes.

    Another notable feature of our Print Security Audit Service is it prevents users from using up more than their allocated printing budgets and can flag potential violators in the interactive dashboard. Management can then assess these notifications in a quick and visual process, deciding how to limit the paper wastage moving forward.

Managed Print Services Canada

Integr8 is the leading supplier of managed print services in Canada and surrounding areas in the country and the United States. We are passionate about providing an unparalleled client experience through our industry-leading customer support, technical expertise, and unbeatable service contracts. Discover how we can make your transition to a paperless office run smoothly. Get in touch with us today!

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