Sustainable document management solutions and the paperless office

With increasing national and international support for companies to prioritize the environment, Kyocera’s sustainable document management solutions emerge as the ideal tools to help organisations reduce waste and consume less energy. With Kyocera’s software, businesses can transition to a paperless office model and monitor their consumable usage, minimising their environmental footprint and optimising operational processes. Kyocera’s data capture and cloud storage solutions are designed to help organisations embrace a more sustainable future for information management, while enhancing efficiency and security.

The paperless office and digitisation with Kyocera software

The idea behind the paperless office is eliminating unnecessary paper usage, rather than eliminating paper altogether. At Kyocera, we understand that some processes still require paper, but we provide the tools to help companies transition to more digital workflows in areas that do not require physical documents.

Digitisation is one of the simplest ways that companies can reduce paper waste and drive sustainability in their processes. By transitioning to digital workflows, organisations conserve consumable resources like paper and ink. It not only minimises waste but also reduces the energy consumption associated with printing, storing, and transporting paper documents.

Kyocera's digitisation solutions, such as Kyocera Cloud Print and Scan (KCPS), enable businesses to convert physical documents into digital formats easily, and send them to digital repositories, streamlining storage, retrieval, and sharing of important business data. These paperless workflows promote a more efficient and eco-friendly approach to document management, reducing the environmental footprint of day-to-day operations.

Additionally, digitisation enhances data security, ensuring that important information is safely stored in the cloud. By adopting Kyocera’s data capture and storage solutions, businesses not only contribute to environmental sustainability but also improve their operational efficiency, supporting a greener, more productive future.

How to begin your digital transition

If your organisation is ready to enhance its efficiency while also reducing its carbon footprint, it is time to start your digital transition to a more paperless workflow. Begin the transition by assessing your current document processes. Identify the areas in your business where paper is most heavily used and evaluate processes such as printing, filing, and document storage to determine where digital alternatives can be
introduced.

Then, you can implement a Kyocera data capture solution such as KCPS to convert physical documents into digital files. KCPS allows users to scan, index, and store important documents in a cloud storage solution, optimising efficiency and reducing the need for paper files. Any documents that do need to be printed can be printed through KCPS as well, enhancing operational efficiency.

Once you have digitised your workplace documents, you will need a secure, efficient, and flexible location to store your important business data. The benefit of using cloud-based document storage is that cloud solutions can grow with your company, so your expansion is not limited by storage space.

Kyocera’s own cloud storage platform, Kyocera Cloud Information Manager (KCIM) is a great option for small- to medium-sized businesses. It allows all colleagues with access permission to retrieve documents from the cloud easily from any remote working location, boosting productivity and efficiency. KCIM also reduces physical storage needs and enhances data security.

Track consumable use with Kyocera Device Manager 

Once your office has adopted a paperless workflow and printing is reduced to essential jobs only, you might find you are over-ordering consumables like toner and paper, resulting in over-spending and wasting resources. Instead, you can manage this issue more effectively by tracking your company’s consumable use and orders with our smart solution, Kyocera Device Manager.

This software will monitor the toner levels in your devices to help you manage consumable orders and reduce waste. Not only will this help you to manage your printing budget, but it will also prevent waste of unused toners or inks, reducing your environmental impact. 

Sustainable document management solutions and the paperless office

Kyocera's innovative software solutions help companies make the transition to a more digital workflow and use less paper. Making this shift to a paperless office is both practical and sustainable. By digitising documents, utilizing cloud-based storage, and managing consumable usage, businesses can significantly reduce their expenses and waste, while improving efficiency and security.

As more businesses embrace digital transformation, Kyocera is a trusted partner in driving sustainability and productivity, helping organisations to thrive in a more environmentally conscious world. Contact us if you would like to discuss eco-friendly document management solutions for a greener, more efficient future.