It’s Not You – It’s Your Paper Based System

It’s easy to feel as though you’re drowning in a sea of papers at your desk. Don’t worry, the problem isn’t you. And, there is a solution.

We’ve all been there. Attending a conference, we take careful notes, scratching out words on a note pad – as fast as possible.

When we return home, the notes are vanquished to a desk drawer – never to return.

It’s not that our notes aren’t good – they probably are.

Rather, the problem lies within the documenting system. Piles of notebooks aren’t searchable. As a result, it’s difficult to find the needed information.

This issue arises on a much grander scale in our offices. We misfile documents, papers fall behind desks, and information is difficult to locate.

Inefficient paper based documentation costs offices thousands every year. It’s time to consider the switch to digitalization at your facility.


  1. Fewer lost documents

Papers have a way of vanishing. Even carefully filed papers disappear on occasion.

Moving your documentation to a digital platform reduces the lost papers within your organization. Remember when that critical work order fell behind the filing cabinet? The maintenance team never learned the toilet was overflowing, causing the entire 3rd floor to flood?

That incident can become a distant memory – and an issue you’ll never have to face again.

Lost paper work result in financial loss, and the man hours required to search for missing papers is staggering. (For specific statistics on what these lost papers cost your department, click here.)

Digital documentation prevents the loss of important information.


  1. Easier storage

Digital documentation eases the burdens of file storage.

The average office spends $2,100 per year to maintain a four-drawer filing cabinet. Multiplied across the organization, this cost is staggering.

Furthermore, digitally stored documents are searchable in databases and intranet servers. Information can be found and shared with just a few clicks. No more hours in a dank basement looking for an energy report from 2005. Or, worse yet, spending hours searching for a document that was borrowed and never returned to the filing cabinet at all.

Digital storage allows for easy sharing and maintaining of information – for a fraction of the cost.

  1. Real-time updates through mobile

Digital documentation allows employees to record work orders or inventories from worksites. Immediate reporting increasing accuracy and efficiency. Staff can document information one time – and documents immediately enter the system database. No redundancy, copying, trips back to the office, or lost inventories.

  1. Integration for faster processes

The Wyoming Schools Facilities Division had a breakthrough after their switch to a paperless system. Prior to the switch, many reporting protocols were complicated and clunky. One reporting process once took over three weeks to complete.  Thanks to a computer based system, it now requires approximately 45 minutes.

With their old system, locating documents for fiscal reports took weeks. Through a digital management system, the process now takes 45 minutes. (Check out their story here!)

A digital system creates a more organized, streamlined office, and provides efficiencies for staff.

For more information on harnessing the power of digital facilities management, check out our newest mobile solution – FiRE Asset Management.  Also explore our Facility Management Software as part of a larger IWMS solution for your institution.