Go Paperless – Ready to Toss the Clipboard Mileage Log Out the Window?

At home, you probably use your digital channel guide to see what’s on—or you go straight to your DVR. When was the last time you flipped through a physical phone book to find a number? Do you record your income and expenses in that tiny registry that comes with your checks? If you’re like most people, you’re adopting digital tools to do what you need to do—and going paperless, at least some of the time.

What about at work? In industries across the board, paper-based processes are making way for newfangled technology solutions, even in the realm of fleet management. Let’s explore some of the reasons why.

Wait. Paperless, really?

Is going “paperless” at work realistic? Ok, Ok, maybe not completely. For most companies, going paperless means using less paper in day-to-day operations. It means replacing manual, traditionally paper-heavy processes with electronic, automated ones. Here are some real-world examples of how this is happening:

  • Medical record-keeping – Rather than taking notes on a piece of paper clipped into a big folder, clinicians use their computer or tablet keyboard to record information that’s stored and accessed electronically.
  • Accounting – In place of a paper ledgers and paper checkbooks, finance professionals are posting transactions electronically and making e-payments.
  • Mileage tracking – Instead of keeping a notebook and pen in the glove compartment, drivers rely on digital telemetric tools keep track of their comings and goings.

Sure, some paper remains, and that’s OK. The idea isn’t to eliminate paper altogether, but rather take advantage of the efficiencies in technology to realize cost-savings. The idea is to take processes to the digital realm—a place that doesn’t need paper—where companies can save a lot of money and time. Consider these facts about paper consumption in the office from ThePaperlessProject.com:

  • The average office worker continues to use a staggering 10,000 sheets of copy paper every year, and 45% of the paper printed in offices ends up trashed by the end of the day.
  • The average document is copied 9 to 11 times and every 12 filing cabinets require an additional employee to maintain.
  • More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.

Going Paperless Saves Money and Time…

Using lesser paper costs less because you have less paper to buy, less to print, less to mail, less to store, etc. It’s a resource that you can (literally) cut. Reducing paper—and increasing paperless automation—will save your employees’ time and boost their productivity.

Think about how stacks of paper literally weigh employees down as they carry stacks of the stuff to and from filing cabinets, up and off of desks, into and out of printers. When compared with manual work, there’s simply less “shuffling” with automatic processes, as workers can share files and information electronically, anytime and anywhere. They don’t need to physically be there—or have the paper in hand—to keep the process rolling along.

…even in Fleet Telematics

When it comes to fleet management, imagine plugging a small device into a vehicle’s diagnostic port, syncing it to secure servers using an internet connection, and then getting access to mileage and location data (and more) at your fingertips—without waiting for the driver to return to the parking lot and hand you a logbook or dashboard reading.


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