The businesses going paperless: Their reasons and experiences

Companies are increasingly relying on digital solutions to eliminate the need for paper-based processes.

This trend has accelerated with the Covid pandemic as organisations seek to limit contamination of physical objects.

However, the phenomenon was set in motion decades ago, according to business people who have embraced the digital space for a plethora of perceived advantages.

Billy Fowler, 33, is business manager at Citrus IT Support in Portsmouth. He says migration to digital platforms by business is reflected universally.

Billy said: “Society has become increasingly digitally-focused over the last two decades. Now in the 2020s, almost all of our professional communication is performed and captured digitally.

“Coupled with a social consciousness towards environmental issues, flexibility of working environments and employee wellbeing, we are seeing a growing appetite to ditch the filing cabinets full of records and move documentation and processes into digital systems.

“You can now get a software solution to handle just about any other business process you can think of. These tools are for the most part cloud-hosted (removing the need for internal infrastructure). By moving costs to capex to opex, it makes sense for the majority of businesses to take this step.”

Bobbi Trehan-Young, 42 and from Bedfordshire, is the founder and CEO of eTech Fusion Group.

She said: “I digitised my service-based tech company seven years ago. My startup Bobbi | London is based entirely online.”

On the benefits accrued since going paperless, she said: “You gain storage space in the office by not having to hold on to archives physically.

“By filing documents digitally, they’re safe from loss or fire damage.

“The process of digitising our finance system was extensive and has massively simplified our dealings with accountants and HMRC.

“Cloud-based records are continuously backed up and allow you to go back years with only a quick keyword search, wherever you are.

“Going digital allows my businesses to become more sustainable, reducing the number of trees cut down to produce paper.”

Naima Lacerna, 30, who is founder and CEO of Closer Consultancy in London, explains that ethics often play a role in enterprises going paperless.

She said: “Sustainability and ethical business are driving this trend with consumers considering these before they buy into a brand.

“We’ve discovered that B2B companies who clearly communicate their values are more attractive to consumers than those who don’t.

“Consumers under 30 feel particular affiliation with the brands who subscribe to a greater purpose. They consider the ethical standing of a company before they spend.

“Only five years ago, trust in a business was almost entirely founded in it providing what was promised.

“With time, this generation’s buying power will grow, making it impossible to ignore and businesses will have to adapt to its expectations.”

Lorraine Thomas, who develops properties in London with her company View From My Window, believes there are some limitations to a paperless society.

She said: “We are increasingly interacting with digital devices all day, every day. We go to work and stare at a computer, then go home and use a phone or watch TV until bed.

“Paper cannot run out of battery or lose signal. Digital processes usually require constant power and internet.

“Receiving everything via email means you are handing over information every time you subscribe to something or ask for a receipt.

“Sensitive information is susceptible to being stolen either in a data hack or through loss or theft of devices. It’s worth investing in effective digital security.”

On the whole, Lorraine supports paperless processes and she added: “For businesses like mine, going paperless is a game changer when it comes to property dealings and transactions.

“Until recently, the signing of deeds had to be carried out in-person. HM Land Registry has since decided to make online signatures and identity checks permanent. It should have the effect of reducing delays and will make logistics a lot simpler.”