Traditional offices have paper-based filing systems, which may include filing cabinets, folders, shelves, microfiche systems, and drawing cabinets, all of which require maintenance, equipment, and considerable space. In contrast, a paperless office could simply have a desk, chair, and computer (with a modest amount of local or network storage), and all of the information would be stored in digital form .

Once computer data is printed on paper, it becomes out-of-sync with computer database updates. Paper is difficult to search and arrange in multiple sort arrangements, and similar paper data stored in multiple locations is often difficult and costly to track and update. A paperless office would have a single-source collection point for distributed database updates, and a publish-subscribe system.

If you've ever spent too long hunting through stacks of paper for an invoice or searching through paper files, you may have wished for a paperless office. You wouldn't be alone.

Benefits:

• Overall reduction in costs of paper, storage space, filing cabinets, printing and mailing.
• Electronic retrieval of files is quicker and can be accessed from anywhere in the world.
• Security of sensitive material is far easier to control.
• Collaboration between multiple offices is possible.
• Organisational growth is no longer hindered by the manpower needed to manage files.
• Payroll costs are reduced as less clerical people are needed.