Paper production requires a huge amount of energy, water, chemicals and land, and impacts on rivers, forests, the climate and communities throughout its life-cycle. Forests in particular are a critical asset in the fight against climate change, accounting for a significant amount of the emissions reductions required to avoid the worst potential environmental effects.

The pulp and paper sector was responsible for around 190 million tonnes of CO2 emissions in 2021. Since 2018, the energy efficiency of pulp and paper production has been roughly flat, while in a Net Zero Scenario, energy intensity should fall by 1.5% per year to 2030. The aggregate impact of our operational efforts to go paperless will help achieve this target.

Decreasing our paper volumes is good for our forests and our climate but it will also benefit your bottom line – directly reducing purchasing costs as well as indirect costs associated with printing, storing and recycling. 

With today’s cloud storage networks, apps and note taking software, going paperless is more viable than it’s ever been before.

The Waste Hierarchy

The waste hierarchy

BNA is supporting a circular economy by implementing the top level of the hierarchy – prevention. Going paperless supports it by (incorporate benefits from below into text)

Efficiency – Going paperless means storing and organising all important documents and files digitally, rather than in a physical filing cabinet. This not only eliminates paper clutter, but it also allows for more secure and more efficient access to information, improving and streamlining processes. We digitised our physical archive and in the process got rid of five large filing cabinets, creating more useful office space.

Reduce Deforestation – More than 20% of the world’s breathable oxygen is produced in the Amazon rainforest alone. According to the World Wildlife Fund for Nature, the paper industry accounts for 15% of total wood consumption. 

Reduce Water Usage – It takes 10 litres of water to produce a single A4 sheet of paper. The projections of the UK Environment Agency suggest that parts of the UK will face significant water deficits by 2050. Reducing water usage is key to reducing climate change. 

Reduce Emissions – Paper pulp mills require a tremendous amount of energy to produce paper, and some mills are powered by fossil fuels which emit large amounts of carbon. The distribution and transportation of paper are often powered by carbon-emitting fossil fuels. Decomposing paper turns to either carbon dioxide or methane, an extremely damaging greenhouse gas. 

Cut Costs – Eliminating the need to purchase paper and printer ink will help reduce administrative costs of any business as well as eliminating the need to purchase any single use paper items for events or office supplies. 

Creating our Paperless Plan 

Our Journey

Here at Brett Nicholls Associates, we use Google Docs for file management, storage and collaboration. Its interactive nature allows for colleagues to collaborate on and share document which are easily searchable and efficiently stored, work can be accessed from any device, and documents are saved automatically. The team are now down to printing an average of one page per person per day. We have also recently switched to recycled paper for all essential correspondence related to complying with regulations and client communications. 

Quote from David: “Since digitising all of our physical records last year, we’ve also carefully monitored our monthly printing in the office. We’ve seen this fall from a high of 637 prints per month to 115 prints last month (April 2023). With a ream of paper containing 500 sheets we are now rarely buying paper, and our related costs (toner and postage) have reduced by the same proportion. Will we ever achieve ‘true paperless’? Yes, but for now there are a few situations which external parties insist on originals. Since most of the rest of our industry has made some progress toward digital, it can only be a matter of time.”

(Steps)

It may seem a daunting task, but here are some steps to consider in helping plan your own paperless strategy; 

1. Carry out an audit of paper procurement and use.

Examine your office and production routines. Consider using print audit software so you can track where all print jobs are coming from. You can then identify areas where unnecessary print jobs can be eliminated. 

2. Manage the transition.

Scan and upload existing paperwork to begin the sorting process and establish an online storage system. For incoming paperwork, unsubscribe from mail subscriptions and request clients and suppliers to switch to online communication only. 

3. Train staff.

Send email reminders to staff regarding paper saving goals, reminders to question the necessity of a print job, and reminders to use software to send, sign or store documents. You could also include a printing budget and create rewards for hitting targets. 

4. Build waste prevention principles into your procurement policy.

Ensure you are only purchasing items when the need arises (rather than subscription services for example) and when purchasing supplies, ensure they are shipped with minimal and recycled packaging. 

5. Switch to digital processes.

For necessary receipts, issue digital copies where possible or request receipt-less purchases. Switch to online reports and forms rather than producing printed versions. Use digital marketing methods as well as ‘e-ticketing’ for events. Ensure your online banking includes paperless statements. 

6. Move to online applications.

Cloud based applications allow for the sharing of data easily across departments as well as with clients and suppliers. Some useful applications include Google Docs to collaborate on documents, Dropbox to share files, Basecamp for simple project management, PayPal to transfer funds, DocuSign for online e-signatures and Evernote for digital note taking.

For remaining essential printing, ensure print defaults are set to double-sided with reduced margin widths and also that recycled paper is used.

Tools to Help You Go Paperless

Signing documents digitally with DocuSign could save hundreds of pieces of paper along with the waste, water, carbon and wood required to make that paper. The software also provides an environmental impact calculator, allowing you to see how your paper reduction efforts are actively benefitting the environment in real time, estimating how much wood, water, waste and carbon is saved with each eSignature. Their project, DocuSign for Forests, also supports nonprofit organisations protecting the world’s forests. 

Investing in online document management software can replace note taking and document sharing across departments. Evernote, for example, digitally organises notes and tasks and archives them without the need for scanning. Other note taking apps such as Microsoft OneNote, Notion and Joplin allow for online collaboration, accessible templates to use such as flowcharts and roadmaps, as well as secure and easy to navigate storage management. These types of applications and software also have the benefit of being adapted for smartphone use, making business travel and working remotely more efficient.