How to Go Paperless: A Practical Guide for Businesses

Going paperless can seem like an impossible task for your business if you don’t know where to start.

Paper has been part of the modern workplace for centuries, but it's also one of the biggest sources of wasted time and money in many organizations. 

In the U.S. alone, offices go through approximately 12.1 trillion sheets of paper a year. 

Businesses can lose thousands of dollars every year due to time spent searching for misplaced documents, manually routing paperwork, and maintaining physical filing systems.

But going paperless doesn’t mean you throw away every filing cabinet overnight or eliminate printers altogether.

For many businesses, going paperless simply means replacing paper processes with smarter digital options.

As a print vendor, help businesses build digital workflows through scanning solutions, document management software, cloud services, and workflow automation. One thing we’ve noticed is that the most successful paperless initiatives build a strategy that fits the way they already work.

In this guide, you'll learn what it really means to go paperless, why businesses are making the transition, and the practical steps you can take to reduce paper while improving productivity, security, and collaboration.

Short Answer: How Do You Go Paperless?

Going paperless means replacing paper documents and manual processes with digital files, cloud storage, document management software, electronic signatures, and automated workflows. Most businesses become paperless gradually by digitizing one process at a time instead of trying to eliminate paper all at once.

Key Takeaways

• Going paperless means reducing unnecessary paper, not eliminating every printed document.
• A paperless office combines scanning, digital storage, document management, and workflow automation.
• Most businesses should start with one department or process before expanding company-wide.
• Document management software keeps digital files organized, searchable, and secure.
• The most successful paperless initiatives improve efficiency while still allowing businesses to print when it makes sense.

Table of Contents

• What Does It Mean to Go Paperless?
• What Is a Paperless Office?
• Why Do Businesses Go Paperless?
• How Do You Go Paperless?
• What Tools Do You Need to Go Paperless?
• Can a Business Go Completely Paperless?
• Common Mistakes Businesses Make When Going Paperless
• FAQ

What Does It Mean to Go Paperless?

Going paperless means replacing paper documents and manual processes with digital alternatives whenever it makes practical sense. This means less unnecessary printing, improved information flow through your business, and easier access, sharing, and management.

People think going paperless means getting rid of every sheet of paper in your office. But very few businesses operate completely without paper. Healthcare providers, law firms, schools, and government organizations often have legal or compliance requirements that still involve physical documents.

Instead, a paperless strategy focuses on reducing paper wherever digital tools provide a better way to work.

For example, a business might choose to:

• Scan incoming mail instead of filing it in cabinets.
• Store contracts in a document management system instead of paper folders.
• Send invoices electronically rather than by mail.
• Use electronic signatures instead of printing and signing documents.
• Route approvals through digital workflows rather than passing paper between departments.

Each of these changes replaces a manual paper process with a digital one that is often faster, easier to track, and more secure.

Going Paperless Is More Than Scanning Documents

Scanning documents is an important first step in going paperless, but it’s not the only component.

While scanning produces digital files, effective document management software helps your files stay organized. By adding workflow automation, you ensure your employees can access, approve, and share information quickly.

Simply scanning thousands of files without a proper way to organize them often ends up replacing filing cabinets with cluttered folders on a computer.

What Is a Paperless Office?

A paperless office is a workplace that replaces as many paper-based processes as possible with digital documents, cloud storage, document management software, and automated workflows. All with the goal of reducing unnecessary paper, improving efficiency, and making information easier to access.

Every business defines "paperless" a little differently. A law firm may still keep certain physical records for compliance, while an accounting office might rely almost entirely on digital files. The goal is to incorporate digital tools into your printing environment to create faster and more secure ways to work.

A paperless office often includes:

• Document scanners or multifunction printers (MFPs)
• Document management software
• Cloud storage
• Electronic signatures
• Workflow automation
• Print management software

Why Do Businesses Go Paperless?

Businesses go paperless to improve efficiency, reduce operating costs, strengthen document security, and make information easier to find and share. Most organizations begin their paperless journey because they want employees to spend less time managing paperwork and more time doing productive work.

Some of the biggest benefits include:

• Less time searching for documents because digital files are searchable and stored in one location.
• Lower printing and storage costs by reducing paper, toner, filing cabinets, and mailing expenses.
• Improved security through user permissions, encryption, and automatic backups.
• Better collaboration by giving employees secure access to documents from anywhere.

For many businesses, going paperless is also the first step toward larger digital initiatives like workflow automation, cloud collaboration, and digital document management.

How Do You Go Paperless?

The best way to go paperless is to transition gradually. Start by understanding how your business currently uses paper, then digitize documents, organize them in a document management system, protect them with backups, and automate repetitive workflows over time.

Many businesses make the mistake of trying to digitize everything at once. It’s better to focus on one department or one process first. Once your team becomes comfortable with the new workflow, you can expand it across the rest of the organization.

Here are five practical steps to help your business get started.

Step 1: Evaluate How Your Business Uses Paper

Before you reduce paper usage, you need to understand where it's being used.

Look at the documents your business prints, copies, scans, and stores every day. Which processes still rely on paper and which documents could easily become digital? Answering these questions helps you know where to start.

Some common areas to evaluate include:

• Customer forms and contracts
• Invoices and purchase orders
• Employee paperwork
• Printed reports
• Mail and incoming documents

Instead of trying to eliminate every paper document, identify the processes that would benefit most from digitization.

Track Your Printing Habits

Many businesses, especially those with many printers across different departments, are surprised by how much they print until they begin tracking it.

Print management software can accurately monitor your print volumes, identify unnecessary printing, and highlight opportunities to reduce paper waste while lowering printing costs.

By understanding your current print habits, you can better measure the success of your paperless initiative.

Related reading: Print Management Software: What is It?

Step 2: Digitize Your Paper Documents

Once you've chosen which processes to improve, it’s time to convert paper documents into digital files.

A quality document scanner or multifunction printer (MFP) makes it easy to scan contracts, invoices, forms, and other records into searchable digital documents.

As you digitize existing files, look for ways to reduce future paper use by using digital alternatives, such as:

• Electronic signatures
• Digital invoices and billing
• Digital receipts
• Online fax services
• Fillable electronic forms

These small changes can greatly reduce the amount of paper your business handles each day.

If your organization processes a large volume of documents, high-speed scanners or document capture services can make the transition much faster.

Step 3: Organize Documents with a Document Management System

Scanning documents creates digital files, but you still need a way to organize them. Unorganized digital files can just as quickly become difficult to manage as paper folders.

A document management system (DMS) stores documents in one secure, searchable location. Instead of searching through folders or filing cabinets, employees can retrieve files in seconds using keywords, document names, or metadata.

When comparing document management solutions, consider features such as:

• Fast search capabilities
• Secure user permissions
• Cloud access
• Version control
• Integration with your existing software
• Workflow automation

The easier documents are to find, the more valuable your paperless system becomes.

Step 4: Protect Your Digital Documents

Going paperless also means protecting your information.

Digital documents should be backed up regularly and stored securely to reduce the risk of data loss caused by hardware failures, accidental deletion, or cyberattacks.

Depending on your business, this may include:

• Cloud backups
• Encrypted storage
• User access controls
• Multi-factor authentication
• Disaster recovery plans

A secure backup strategy helps ensure your documents remain available when you need them most.

Step 5: Automate Repetitive Workflows

Once your documents are digital and organized, you can begin automating routine tasks.

Workflow automation routes documents electronically based on predefined rules. Instead of manually forwarding paperwork or waiting for approvals, documents move automatically to the next person in the process.

For example, an invoice can be:

1. Scanned into your system.
2. Routed to the appropriate manager for approval.
3. Sent to accounting for payment.
4. Archived automatically once the process is complete.

Automating repetitive tasks reduces manual work, shortens approval times, and helps employees focus on higher-value responsibilities.

As your business grows, you can continue expanding these workflows into other departments, making your paperless strategy more efficient over time.

What Tools Do You Need to Go Paperless?

Most businesses need more than a scanner to successfully go paperless. A complete paperless office typically combines scanning devices, document management software, cloud storage, electronic signatures, and workflow automation to create an efficient digital document process.

However, you don't have to implement every tool at once. Many businesses start with one solution and gradually build a more connected digital workflow over time.

Document Scanners and Multifunction Printers (MFPs)

A quality document scanner or MFP lets your business scan contracts, invoices, forms, and other documents quickly and accurately. Once digitized, those files can be stored, searched, and shared electronically.

If your business handles a large volume of paper documents, reliable scanning equipment is often the first step toward reducing paper.

Document Management Software

After scanning your documents, you also need a way to organize them.

Document management software stores digital documents in one secure location, making them easy to search, retrieve, share, and manage.

Instead of searching through filing cabinets or scattered folders, employees can quickly find the information they need using keywords, dates, or document names.

If you’re evaluating document management software, look for features such as:

• Powerful search capabilities
• Secure user permissions
• Version control
• Cloud access
• Workflow automation
• Integration with your existing business software

If you're new to document management systems, check out our guide: What Is a DMS (Document Management System)? A Practical Guide for Businesses.

Cloud Storage

Cloud storage allows authorized users to securely access files from virtually anywhere while keeping documents backed up and synchronized across devices. It also makes collaboration easier by giving everyone access to the same version of a document.

If you're considering moving your documents to the cloud, check out Moving to the Cloud: How to Get Started.

Electronic Signatures

Electronic signature platforms allow employees and customers to securely sign contracts, agreements, and forms without printing or scanning documents. This speeds up approvals while reducing unnecessary paper.

Workflow Automation

Workflow automation moves documents through your business automatically based on predefined rules. Instead of manually emailing files or handing off paperwork between departments, documents can be routed to the right people for review, approval, or filing.

For example, an invoice can be scanned, sent to Accounts Payable for approval, and archived automatically once payment is complete.

Can a Business Go Completely Paperless?

For most organizations, paper is still necessary. In fact, according to a recent Quocirca report, 60% of organizations believe printing will remain important to their business in 2026.

Many industries, including healthcare, legal, education, and government, still have regulatory or operational reasons for keeping certain physical records.

Instead of aiming for a completely paper-free office, focus on reducing unnecessary printing and digitizing the processes that make the biggest impact. For most businesses, that's where the greatest time and cost savings come from.

Common Mistakes Businesses Make When Going Paperless

Going paperless is a process, not a one-time project. Avoid these common mistakes when planning your transition:

• Trying to digitize everything at once. Start with one department or workflow before expanding.
• Scanning documents without organizing them. A document management system keeps digital files searchable and easy to retrieve.
• Skipping employee training. New technology only works if employees know how to use it.
• Ignoring document security. Protect digital files with user permissions, backups, and access controls.
• Choosing software before mapping your processes. Understand how documents move through your business before selecting a solution.

Starting small often leads to a smoother transition and better long-term adoption.

FAQ

Is it worth going paperless?

For most businesses, yes. Going paperless can reduce printing costs, improve document security, save time, and make information easier to access. Most organizations see the best results by transitioning gradually rather than trying to eliminate paper overnight.

What happens when you go paperless?

Paper documents are replaced with digital files that can be securely stored, shared, searched, and managed electronically. Many businesses also automate approvals and document workflows to improve efficiency.

How long does it take to go paperless?

The timeline depends on your business size and goals. Some organizations digitize one process in a few weeks, while larger companies may transition over several months. Starting with one department often leads to the most successful implementation.

What is the difference between going paperless and digital transformation?

Going paperless focuses on reducing paper by digitizing documents and processes. Digital transformation is broader and includes using technology to improve how an entire business operates. Going paperless is often one of the first steps toward digital transformation.

Do I still need a printer in a paperless office?

In many cases, yes. Most businesses still print contracts, customer documents, or records when necessary. A paperless office reduces unnecessary printing—it doesn't eliminate printers altogether.

Ready to Build a Smarter Document Workflow?

Going paperless isn't about getting rid of every printer or eliminating every sheet of paper. It's about making it easier for your employees to find information, collaborate, and work more efficiently.

Whether you're just starting to digitize paper records or you're ready to automate document workflows across your organization, choosing the right technology can make the transition much smoother.

At Strategic Technology Partners of Texas, we help businesses throughout North Texas improve document workflows with scanning solutions, document management software, workflow automation, and digital services from Xerox. If you're ready to reduce paper and build a more efficient workplace, we'd be happy to help you explore the right solution for your business.

Contact our team today to schedule a document workflow consultation and take the next step toward a more connected, paper-light office.