Many businesses want to create ‘greener’ offices. It’s a great goal, but it’s often seen as just an environmental effort.
What if it could also save you money and free up valuable space? That’s the real power of a paperlite office.
Going paper-lite helps you reduce waste and streamline how your team works. A paper less office isn’t just about sustainability—it’s about building a smarter, more efficient business that saves you money.
Unfortunately, accounting is one industry that continues to lag behind. This is largely due to it being a paper-heavy industry. Reports, contracts, agreements, source documents – all add up to a giant pile of paperwork and filing.
While some of this remains unavoidable, some habits also die hard. Change doesn’t have to be a challenge, and there are easy ways to reduce the amount of paper you use and store in your office.
What is a Paper-lite Office?
Let’s be honest, the idea of a completely “paperless” office can feel overwhelming, especially in professions that have relied on physical documents for decades. That’s where the concept of a “paper-lite” office comes in. It’s a more practical and achievable goal for most businesses.
A paper-lite office focuses on reducing paper use, not eliminating it entirely. As the team at Digicrusader explains, “A paperlite office reduces how much paper is used without getting rid of it completely. It’s different from a ‘paperless’ office, which tries to make everything digital.” This approach acknowledges that some documents, like legally binding contracts or original client records, might need to remain in physical form.
The main idea is to shift the bulk of your day-to-day documents into a digital format. Think of things like internal reports, drafts, client correspondence, and reference materials. By moving these online, you clear up clutter, streamline workflows, and make information much easier to find and share. It’s about making a smart, intentional shift toward digital efficiency without creating an unrealistic “all or nothing” policy for your team.
Paper-lite vs. Paperless: Finding a Practical Balance
The key difference between paper-lite and paperless is pragmatism. A paperless approach aims for 100% digital, which can be a tough target. A paper-lite strategy, however, is about finding a happy medium. The goal is to “keep the good parts of paper records while also using the benefits of digital tools.” This means you can still print and sign that crucial final contract while managing all the drafts and related emails digitally.
This balance allows your team to adopt new, more efficient habits without disrupting core processes that rely on physical paper. By using a document management system, you can organize your digital files effectively, making the transition smoother. It’s about progress, not perfection, and creating a system that works for your specific needs.
The Hidden Costs of Paper in Your Business
When we think about the cost of paper, we usually just picture the price of a ream. But the true expense of a paper-heavy office goes far beyond that. It includes everything from ink and toner to printer maintenance, filing cabinets, and the valuable office space they occupy. When you add it all up, the numbers can be staggering.
Research from Juro highlights that businesses can waste billions each year on managing paper documents. Moving toward a paper-lite model isn’t just an eco-friendly choice; it’s a financially savvy one. By digitizing documents, you immediately start to see savings on supplies and storage. More importantly, you begin to reclaim one of your team’s most valuable assets: their time.
The Time Spent Searching for Information
Think about how much time your team spends looking for a specific document in a filing cabinet or a stack of papers. It might seem like just a few minutes here and there, but it adds up quickly. In fact, studies show that employees can spend “about 20% of their work week looking for information.” That’s an entire day each week, per employee, lost to searching instead of doing productive work.
Now, compare that to a digital search. With a centralized document management platform, finding a file takes seconds. You can search by client name, date, or keyword and get what you need instantly. This simple change gives your team back hours of their time, allowing them to focus on more important, client-facing tasks.
The Financial Cost of Managing Paper
Beyond the lost productivity, the direct financial costs of paper are significant. Every step of the paper lifecycle has a price tag attached. You have to buy the paper, pay for the ink or toner to print on it, and maintain the printers that do the work. Then, you need to purchase filing cabinets to store it all, which take up expensive office real estate.
Adopting a paper-lite system leads to immediate and tangible savings. As you reduce your reliance on physical copies, you’ll notice “direct savings: you spend less on printing, paper, and physical storage.” Your budget for office supplies will shrink, and you can repurpose the space once filled with bulky cabinets. It’s a straightforward way to cut overhead and improve your bottom line.
What are the benefits of a paperlite office?
Creating a more eco-friendly office and reducing your paper usage is something that everyone should take seriously. Here are for key benefits to reducing paper in your office:
Reduce strain on natural resources
Around 4 billion trees are cut down annually to make paper. Each year, New Zealanders are throwing away around 600,000 tonnes of paper and cardboard (around 170kg per person). It is also estimated that around 70% of total waste in offices is made up of paper, and concerningly, 30% of print jobs are never even picked up from the printer. It’s evident there is unnecessary paper waste driving unnecessary destruction of natural resources.
Save money on resources and printing
With these stats in mind, imagine the cost savings your company could achieve by dramatically cutting down on unnecessary printing costs, photocopier purchase, hire or maintenance costs, and file storage costs.
Reduce clutter in your office
All those files and documents have to be stored somewhere, and for now they’re probably cluttering desks and workspaces, leading to inefficiencies, a lack of focus and poor document management.
Streamline through digitising
When documents are digitised, they become easier and faster to find, and are also accessible to all, no matter where your employees are located.
Tips for creating a paper-lite office
So, how do you make it happen? Here are our top tips to creating a paper-lite office:
Rethink Your Printing Habits
Before you print off documents, consider if it’s really necessary. Can you email the document to colleagues for a meeting? Do you really need a hard copy in order to review it? Many businesses have now implemented technology on their printers that will only print documents once a user enters a personal code or swipes a toggle past a scanner. This greatly reduces unnecessary printing that never gets collected.
Improved Security for Sensitive Documents
Physical documents are vulnerable. A misplaced file, a coffee spill, or unauthorized access to a filing cabinet can compromise sensitive client information. Shifting to a paper-lite model means your documents are stored digitally, offering a much higher level of protection.
As legal tech company Juro notes, “Digital documents are safer from being lost, changed, or destroyed.” A robust document management system allows you to control exactly who can view, edit, or share specific files. This means you can securely share documents with clients and team members, knowing that access is restricted only to the right people, protecting your business and your clients from risk.
Better Version Control
We’ve all seen file names like “Final_Report_v3_use-this-one.docx.” When multiple versions of a document are emailed back and forth, it’s easy to lose track of the most current one. This confusion can lead to mistakes, wasted time, and team members working with outdated information.
Going paper-lite solves this by creating a single source of truth. When a document lives in a central digital location, everyone is literally on the same page. It becomes much “easier to know which document is the most current and correct,” ensuring your team can collaborate effectively without the chaos of conflicting versions. Systems like SuiteFiles manage this automatically, tracking changes and ensuring everyone accesses the one true file.
Tighter Control Over Deadlines and Renewals
Important dates buried in paper contracts are easy to miss. Forgetting a renewal deadline or a compliance check can result in unnecessary costs, missed opportunities, or even legal trouble. A paper-based system relies on manual tracking, which is prone to human error.
With a digital system, it’s much “easier to keep track of important dates and tasks, like when contracts need to be renewed.” You can set automated reminders for critical deadlines, assign tasks to team members, and maintain a clear overview of upcoming obligations. This proactive approach helps you stay ahead of your commitments and manage your contracts and agreements with confidence.
How to Implement a Paper-lite Strategy
Transitioning to a paper-lite office doesn’t happen overnight. It’s a gradual process that involves changing habits and adopting new tools. By breaking it down into manageable steps, you can create a clear path forward for your team and build a more efficient, organized, and secure workplace.
Analyze Your Current Paper-Based Workflows
The first step is to understand your starting point. As the experts at TAB recommend, you should “look at your current work processes to find out where you can improve and use less paper.” Ask your team where paper enters the workflow. Is it during client onboarding, invoice processing, or report generation?
Map out these processes from start to finish. Identifying the key points where paper is created, handled, and stored will reveal the biggest opportunities for digitization. This analysis forms the foundation of your strategy, helping you prioritize which areas to tackle first for the greatest impact.
Manage and Organize Existing Paper Files
Before you can move forward, you need to deal with the paper you already have. This can feel like a huge task, but it’s essential. Start by getting rid of any documents you no longer need, making sure to shred anything confidential. From there, you can “bring all your paper files together in one central place.”
Once organized, you can begin the process of scanning and digitizing the documents you need to keep. As you do this, think about creating a logical digital filing structure. A good document management system will help you build a clean, searchable, and intuitive home for your files, making them easy to find and manage. This is where a tool with powerful document management features becomes invaluable.
Create Formal Document Retention Policies
A paper-lite strategy isn’t just about reducing paper; it’s also about managing information responsibly. This requires clear rules for how long you need to keep different types of documents for legal, compliance, or operational reasons. A formal retention policy removes the guesswork for your team.
This policy should also include “a plan for safely getting rid of old documents when they are no longer needed.” Whether physical or digital, documents containing sensitive information must be disposed of securely. Implementing these policies within a digital system can even help automate the process, flagging files for review or deletion once they reach the end of their retention period.
Switch to Digital Apps and Tools
As we know, nowadays there is an app for just about everything. What’s more, many of them integrate with each other, so there’s no need for double handling of data or documents. From creating electronic invoices to digital note taking apps to scanning digital receipts, there are so many apps that don’t just create more efficient workflows, but also reduce your need to produce or store paper documents. Some of our favourites include SuiteFiles and Microsoft Office for collaborating on documents, OneNote for taking digital notes, and WorkflowMax for streamlined job management.
Key Technology Investments
To successfully go paper-lite, you need to invest in the right technology. The cornerstone of this transition is a central document management system. Think of it as your new digital filing cabinet, but one that’s smarter, more secure, and accessible from anywhere. This software should help you scan, organize, and search for files effortlessly.
A comprehensive platform brings all these functions together, creating a single source of truth for your team. Instead of juggling different apps for storage, signing, and sharing, a unified system streamlines your entire workflow. This is where tools like SuiteFiles become essential, providing one place to manage everything from client files to internal documents, saving your team valuable time.
Scanning with Optical Character Recognition (OCR)
Getting your existing paper documents into your new digital system is the first major step. But simply scanning a document creates a static image, which isn’t much better than a piece of paper. This is where Optical Character Recognition (OCR) technology comes in. OCR is a smart feature that reads the text within your scanned documents and converts it into searchable data.
This means you can search for a specific keyword, phrase, or client name and instantly find every relevant document, just like searching on the web. It eliminates the need to manually sift through hundreds of pages to find one piece of information, turning your archive of old paperwork into a powerful, searchable resource.
Flexible Organization with Tags and Labels
Physical filing cabinets have a major limitation: a document can only exist in one folder at a time. If a file is relevant to a client, a project, and a specific quarter, you have to decide which folder is the most logical home. Digital systems offer a much more flexible way to organize your files using tags and labels.
Instead of being confined to a single folder, you can apply multiple tags to one document. For example, an invoice could be tagged with the client’s name, the project number, and “Q4 Invoices.” This allows you to find the file by searching for any of those terms, creating multiple pathways to the same information and making your filing system far more intuitive.
Secure Password Management
As you move more of your work online, digital security becomes paramount. The days of writing passwords on sticky notes and leaving them on your monitor need to end. These habits create significant security risks for your business and your clients’ sensitive information. Adopting a secure password manager is a simple yet effective way to store credentials safely.
This focus on security should extend to your document management system. Choose a platform that prioritizes security and integrates with trusted services you already use, like Microsoft 365. This ensures that access to your files is protected by the same robust security measures that guard the rest of your business data, giving you peace of mind.
Digitize Your Client Communication
Keeping in touch with clients is important, but there’s no need to correspond via snail mail. Customers are used to receiving newsletters, invoices, invitations and other correspondence by email, so ensure your database is kept up to date with current email addresses.
Get Started with E-Signatures
Agreements and documents that require a signature can be signed using digital apps such as DocuSign or HelloSign, and are widely accepted as legally valid.
Create a Clear Policy for Paper Use
Simply telling your team to “use less paper” isn’t a real strategy. To make a lasting change, you need a formal policy. Creating clear guidelines removes the guesswork and gives everyone in your business a consistent framework to follow as you transition to a paper-lite environment.
Your policy should outline exactly how to handle different types of documents. Set clear retention rules that define how long you need to keep specific files, like contracts, invoices, or client reports. This helps you manage both your remaining paper archives and your growing digital library, ensuring you only hold onto what’s necessary for compliance and business needs.
A policy is much easier to follow when your team has the right tools. A document management system acts as the backbone for your paper-lite strategy, providing a central, organized place for all your files. With SuiteFiles features like standardized templates and automated filing, your team can adopt new procedures without adding complexity to their day.
Once your policy and tools are ready, make sure everyone is on the same page. Walk your team through the new digital workflows and explain the benefits behind the changes. When people understand how it helps them find documents faster and collaborate more easily, they’re more likely to embrace the new way of working.
Create a System for Digital Receipts
If there’s one thing that clogs up desk drawers, handbags, wallets or desktops, it’s the collection of receipts that you’re saving for the month – that’s if you’ve remembered to collect them at all. It’s much easier to use an app such as Receipt Bank or HubDoc. These apps turn your phone into a scanner, allowing you to scan, store and send your receipts, eliminating the need to hold on to paper.
Switch to Paperless Bank Statements
If you haven’t already, request online statements from banks or other financial institutions instead of mailouts. If you rely on letters as reminders, try setting up alerts in your accounting software as a way to remember when bills are due.
Going paperless won’t happen overnight. It takes a collective mindset shift and an understanding of why these changes are necessary. It can help to incentivise employees to help them stay focused on reducing their printing – consider setting print budgets and reward teams who successfully cut down on paper use. Provide plenty of training and support for those employees who may find a transition trickier, and be realistic – small, incremental steps towards a paper lite office may be necessary.
Be sure to also back up everything up regularly. Despite the ease of storing documents online, it is also really easy to accidentally delete files. There are online back-up options, or external hard drives or USB memory sticks are options for offline storage.
If it’s time for your business to move with the technological times and become more efficient with your filing, then consider moving your internal business files to the cloud with SuiteFiles. See how easy it is for yourself – sign up for a free trial today.
Challenges to Prepare for When Going Paper-lite
Making the switch to a paper-lite office is a worthy goal, but it’s a project that requires a thoughtful approach. Like any significant change in your business operations, it comes with its own set of challenges. Being prepared for these hurdles is the best way to ensure your transition is smooth and successful, rather than a source of frustration for your team.
It’s not just about buying new software; it’s about fundamentally changing how your team interacts with information. The key is to view this as an investment in your company’s future efficiency and security. The initial effort pays off in the long run with easier access to files and better collaboration. Let’s look at the two biggest challenges you’ll likely face and how you can prepare for them.
The Initial Time and Resource Investment
The first hurdle is the upfront commitment. Transitioning to a paper-lite environment isn’t something that happens with the flip of a switch. It takes real effort to map out what needs to change, select the right software, and get your entire team comfortable with new processes. You’re not just changing tools; you’re changing habits that may have been in place for years. This is where choosing a platform that bundles key features like document management and secure client communication can simplify the software selection process and reduce the learning curve for your team.
The Task of Digitizing Old Documents
Then there’s the mountain of existing paperwork. The task of scanning and converting old client files, contracts, and reports can feel overwhelming. You have a few options: you can dedicate internal resources to scan everything, hire a professional scanning service, or simply draw a line in the sand and commit to making all new documents digital. Whichever path you choose, having a smart system to organize the digital files is crucial. A good document management system ensures that your new digital office doesn’t become as cluttered as your old physical one. You can try a system for yourself to see how it can streamline your files.
Frequently Asked Questions
What’s the real difference between going ‘paper-lite’ and ‘paperless’? Think of “paperless” as the ultimate, and often unrealistic, goal of eliminating every single piece of paper. A “paper-lite” approach is much more practical. It’s about intentionally reducing your paper use, not getting rid of it completely.
You focus on digitizing the bulk of your daily documents—like drafts, internal notes, and client emails—while still keeping essential physical documents, such as legally binding contracts that require a wet signature. It’s about making smart, impactful changes rather than chasing an all-or-nothing target.
This sounds like a huge project. Where’s the best place to start? It can feel overwhelming if you try to change everything at once. The best way to begin is to pick one single process that creates a lot of paper and frustration. Maybe it’s your client invoicing process or how you handle new project briefs.
Map out that one workflow and identify the specific points where you could replace paper with a digital step. By starting with one manageable area, you can build momentum and show your team a clear win before tackling the next process.
Do we really need to scan every single old document we have? No, and trying to do so is often what stops businesses from starting. Before you scan anything, the first step should be to review your document retention policies. You’ll likely find that a significant portion of your old files can be securely shredded.
For the documents you do need to keep, you can draw a line in the sand. Commit to making all new documents digital from this day forward. Then, you can either digitize the old archive over time or simply scan older files on an as-needed basis when a client requests them.
How can I convince my team to change habits they’ve had for years? The key is to frame the change around how it benefits them directly. Instead of just saying “we’re using less paper,” show them how a digital system means they’ll spend less time searching for files and more time on meaningful work.
Involve them in the process. Ask for their input on which paper-based tasks are the most time-consuming. When people feel heard and understand the “why” behind the change—that it makes their job easier—they are much more likely to get on board. Good training and choosing intuitive software are also critical for a smooth transition.
Are digital documents actually more secure than physical ones? A locked filing cabinet feels secure, but it’s vulnerable to fire, water damage, misfiling, or simply someone with a key making an unauthorized copy. A quality document management system offers a more robust and trackable kind of security.
With a digital platform, you can control exactly who has permission to view, edit, or share a specific file. You have an audit trail that shows every action taken on a document. When combined with features like encryption and secure logins, you create multiple layers of protection that a physical file simply can’t match.
Key Takeaways
- Focus on Financial and Productivity Gains: Going paper-lite is a smart business decision that cuts direct costs like paper and ink. More importantly, it gives your team back valuable time that was once spent searching for physical documents, leading to a direct improvement in productivity.
- Aim for “Paper-Lite,” Not “Paperless”: The most effective strategy is to reduce paper use, not eliminate it entirely. This practical mindset makes the transition manageable and sets an achievable goal for your team as you digitize daily workflows.
- Create a Clear Roadmap for Your Team: A successful transition requires a plan, not just a suggestion. Create a clear path forward by analyzing your current workflows, establishing formal document policies, and choosing a central document management system to act as your team’s single source of truth.
