Digital paperwork saves more than paper
We’ve heard it a million times: ditch paper and go digital. Most of these conversations center on the environmental benefits of cutting paper usage, but organizations should go paperless for business-minded reasons as well.
Save dough on documents
According to Statistic Brain, 45 percent of printed paper is thrown away within a day. And, as much as 30 percent of printed documents never leave the printer tray. At an average cost of five bucks a ream (500 sheets), boost your bottom line by cutting down on one-day-documents and dead-on-arrival print jobs.
Tame your desk mess
A 2017 study by University of New Mexico researchers found workspace clutter contributes to individual stress levels. Reducing paper usage makes it easier to keep your workspace clean and your mind more relaxed.
Ensure compliance and accountability
Commercial fleets get audited. Maintaining digital hours-of-service (HoS) records ensures records are available online to streamline the process. Digital HoS records also help you ensure compliance with regulations on an ongoing basis, further reducing the stress normally related with audits.
Fleets are also subject to the Department of Transportation (DOT) mandated pre- and post-trip vehicle inspections are a key tool to keeping fleets safe and accident-free. Paper-based inspections ware still common place for completing these requirements. However, In addition to being wasteful, paper inspection reports move slowly throughout the system and often aren’t reviewed. With electronic inspections, these reports are captured, transmitted and documented automatically — reducing processing time exponentially. With paper, it can take up to two weeks for logs to be reviewed and stored properly, he adds.
Without the verification aspect of digital-based inspections, operators are more likely to “pencil whip.” This is when a driver completes his or her paper inspection log without actually conducting a thorough visual of the vehicle’s critical and mandated inspection points. In an effort to streamline the inspection process and improve compliance and accountability, companies are leveraging digital-based technologies, such as Zonar’s EVIR® (Electronic Verified Inspection Report) system.
Reclaim your office space
Take back office space by uploading important documents to your computer. Maintenance records, inspection reports and driver logs all can be digitized and uploaded to save some space. You may even be able to ditch those boxes and file cabinets—for good.
Cut down on vanishing copies
We’ve all lost an important document minutes before a big meeting. Large organizations reportedly misplace a document every 12 seconds. Save yourself from more “It was just here!” moments by converting hardcopies to digital files.
Boost company efficiency
The most obvious reason for cutting down on paper usage is that doing so saves you time in the long run. Converting hardcopies to digital versions can save you seconds, minutes and even hours when you’re looking for a document.
Save paper, save money
Saving paper translates to more than just saving the environment. The more records and forms you keep digitally, the more easily you ensure compliance, safe record keeping and operational efficiency. And, because digital records are more readily available to those who need to access them, they enable easier, clearer communications. Your organization wins all around.
