How to Go Paperless

Understand where paper comes from and goes:

Common Paper Sources:

• Incoming mail and correspondence

• Printed reports and documents

• Forms and applications

• Invoices and receipts

• Contracts and agreements

• Notes and memos

Paper Audit Questions:

• How much paper do you purchase monthly?

• Where are the highest-volume print areas?

• What documents are routinely printed?

• What filing cabinets and storage exist?

• What's the annual cost (paper, printing, storage)?

Identify quick wins—documents easily moved to digital.

Replace paper processes with digital solutions:

Document Creation:

• Word processors with collaboration (Google Docs, Microsoft 365)

• Digital forms and surveys (Google Forms, TypeForm)

• Note-taking apps (OneNote, Evernote, Notion)

Document Management:

• Cloud storage (Google Drive, Dropbox, OneDrive)

• Document management systems (SharePoint, Box)

• Industry-specific solutions (practice management, EHR)

Signatures and Approvals:

• E-signature platforms (DocuSign, Adobe Sign, HelloSign)

• Digital approval workflows

• Secure electronic consent forms

Communication:

• Email for correspondence

• Messaging platforms (Slack, Teams)

• Video conferencing for meetings

Convert current paper files to digital:

Prioritization Strategy:

• Active files needed daily (highest priority)

• Reference files accessed occasionally

• Archived files (may not be worth digitizing)

• Files approaching destruction date (skip)

Scanning Approach:

• In-house for ongoing day-forward scanning

• Professional service for large backfile projects

• Combination approach often most effective

Quality Standards:

• 300 DPI for most documents

• OCR for searchable text

• Consistent naming conventions

• Logical folder organization

Don't try to digitize everything—focus on high-value documents.

Stop new paper from entering your workflow:

Incoming Paper:

• Request electronic invoices from vendors

• Set up digital mailroom for remaining mail

• Use online bill pay and statements

• Decline paper marketing materials

Internal Paper:

• Default printers to double-sided

• Remove personal printers

• Use digital signatures for approvals

• Replace paper forms with digital versions

• Share screens instead of printing for meetings

Customer-Facing:

• Offer electronic receipts

• Provide digital contracts

• Accept digital form submissions

• Send electronic communications by default

Create processes that don't require paper:

Common Workflow Conversions:

• Approval chains via email or workflow software

• Digital expense reporting

• Electronic time tracking

• Online purchase orders

• Digital contract execution

Workflow Design Principles:

• Mirror existing approval hierarchies

• Build in audit trails

• Enable mobile access where appropriate

• Include notification and reminder systems

Integration Considerations:

• Connect systems where possible (accounting, CRM)

• Avoid creating new silos

• Plan for data backup and recovery

• Ensure security at each step

Sustain your paperless environment:

Training Topics:

• New software and systems

• Digital document best practices

• When paper is still required

• Security and access controls

Change Management:

• Communicate benefits clearly

• Provide adequate support during transition

• Address resistance with patience

• Celebrate successes

Ongoing Monitoring:

• Track paper purchasing trends

• Monitor print volumes

• Survey employee experience

• Identify remaining paper processes

Continuous Improvement:

• Review and refine workflows

• Update technology as needed

• Address new paper sources promptly