Standard archives consisting of folders, binders and dozens of printed contracts, regulations, annexes, invoices or bills are still present in many companies. Fortunately, however, more and more of them are deciding to switch to more practical and eco-friendly solutions.

Digital archives

One such solution, offering the greatest possibilities, is electronic (digital) archives, which are an excellent replacement for their paper counterparts. An electronic database of documents, invoices, contracts, applications, warranties, mileage logs, advances, offers or reports works just as well as, and even much better than, paper versions of this documentation. Above all, this is because managing them in digital form is much simpler, easier and more efficient, thanks, among other things, to:

  • unlimited access to such an archive from any location, computer and at any time
  • shortening the process of exchanging information between company employees and the individual departments of a given corporation
  • a significant reduction in the costs resulting from operating and maintaining traditional paper archives
  • Efficient DMS

But above all, their significant impact on environmental protection is important here, because digital archives, by not requiring the use of paper, are much more eco-friendly than the traditional archiving solutions known to date.

The environment will appreciate it

Reducing the production of paper documentation can be introduced gradually and has long been used by many international and corporate companies. For example, customers are encouraged to give up paper invoices in favor of electronic ones, receiving attractive discounts or reductions on their subscriptions in return. Naturally, there is documentation whose printing is legally required, but in most cases the production of paper printouts can not only be limited, but eliminated completely. This applies, for example, to leave applications, correction notes, requests for quotations, submitted requirements and orders, internal directives and company regulations, personnel, human resources and project documentation, as well as transport and logistics documents. The environmental benefits resulting from these reductions are already sufficiently visible at the scale of a single branch that many corporations implement them immediately in all their locations and branches.

It is estimated that even partially giving up the mailing of paper invoices to approximately 10,000 customers could save as much as several tonnes of wood intended for paper production in just one year! In the context of many large companies and international enterprises, this therefore becomes an absolute phenomenon and a very visible sign that such companies are implementing an ecology-conscious business approach.