How to Set Up a Paperless Photocopying System
“Paperless photocopying” may sound paradoxical, yet it’s the direction many companies are taking. The goal: transform the traditional copier into a digitalisation and distribution hub, minimising paper printing. Here’s how to implement this approach.
The concept: from printing to digital distribution
The paradigm shift
Traditional workflow:
- Document created digitally
- Printed
- Distributed in paper form
- Filed (or thrown away)
Paperless workflow:
- Document created digitally
- Scanned if paper origin
- Digitally distributed (email, cloud, workflow)
- Electronically archived
Expected benefits
- 80% less paper in advanced deployments
- 50% reduced archiving costs
- 75% less time spent searching
- Reduced environmental footprint
Implement the approach
Phase 1: Audit your paper flows
Before changing anything, understand:
Which documents are printed?
- Internal (reports, memos, drafts)
- External (invoices, contracts, marketing)
- Regulatory (documents requiring signature)
Who prints?
- Which departments?
- Which individuals?
- At what times?
Why print?
- Habit?
- Legal requirement?
- Review comfort?
- Sharing?
This audit will reveal priority optimisation areas.
Phase 2: Configure scanning workflows
Your professional copier becomes the entry point to the digital world.
Scan to email:
- Configurable recipient
- PDF format (ideally PDF/A)
- Customisable subject
- Automatic OCR for searchable PDFs
Scan to folder:
- Network folders by department/project
- Automatic naming by date/user
- Predefined subfolder structure
Scan to application:
- Direct integration with DMS (SharePoint, Alfresco, M-Files…)
- Metadata filling upon scanning
- Automatic workflows
Phase 3: Reduce print “at source”
Change defaults:
- Duplex (recto-verso) by default
- B&W by default
- Print preview mandatory
Implement barriers:
- Colour printing approval
- Volume quotas
- Cost per department
Offer alternatives:
- “Send to self” option rather than print
- Quality screen viewing
- Digital annotation tools
Phase 4: Digitalise incoming
Mail and post:
- Central scanning of incoming mail
- Immediate digital distribution
- Secure paper destruction
Forms:
- Replacement with electronic forms
- Digital signatures
- Automated workflows
External documents:
- Systematic scanning at receipt
- Automatic classification
- Electronic archiving
Essential technologies
Professional multifunction
Choose a copier with:
- High-speed automatic document feeder (ADF)
- Multi-format (A4, A3, mixed)
- Native OCR or integrated
- Connectivity (network, cloud)
- Workflow connectors
Document management system (DMS)
A DMS allows:
- Centralised storage
- Version management
- Access control
- Full-text search
- Legal archiving
Popular solutions:
- Microsoft SharePoint
- Alfresco
- M-Files
- DocuWare
Electronic signature
To completely eliminate paper, electronic signature is essential:
- Simple signature: for internal documents
- Advanced signature: for contracts
- Qualified signature: for legal documents
Solutions: DocuSign, Adobe Sign, Yousign
Secure destruction
Digitalised paper must be destroyed securely:
- Certified shredding
- Destruction certificate
- Compliance with regulations
Sector applications
Legal practice
What can be dematerialised:
- Client correspondence → email + archiving
- Internal memos → intranet
- Document copies → digital version + secure portal
What requires paper:
- Certain originals (signed contracts)
- Court documents (evolving)
Accounting firm
What can be dematerialised:
- Client invoices → electronic invoicing
- Internal reports → dashboard
- Payslips → employee self-service
What requires paper:
- Certain official documents (evolving with Belgian regulations)
Real estate agency
What can be dematerialised:
- Property sheets → website + portal
- Visits → digital scheduling + confirmation
- Reports → mobile app
What requires paper:
- Signed leases (but electronic signature progressing)
Resistance management
”I work better on paper”
Response:
- Quality screens (large, high resolution)
- Mobile tablets for reading
- Annotation software
- Gradual transition
”It’s faster to print”
Response:
- Time measurement: print + search vs digital search
- Quick access shortcuts
- Organisation training
- Mobile access tools
”Paper is more secure”
Response:
- Backup and encryption
- Access traceability
- Disaster protection
- Regulatory compliance
Measurable objectives
Define achievable objectives:
| Indicator | Current | Objective (12 months) |
|---|---|---|
| Pages printed/employee/month | 500 | 200 |
| % double-sided prints | 30% | 80% |
| % documents scanned to digital | 20% | 60% |
| Physical archive linear metres | 50m | 30m |
| Document search time | 15 min | 2 min |
Implementation schedule
Month 1-2: Audit and preparation
- Paper flow audit
- Needs analysis
- Solution selection
- Architecture design
Month 3-4: Technical deployment
- DMS installation
- Copier configuration
- Workflow creation
- Integrations
Month 5-6: Pilot and training
- Test department
- User training
- Adjustments
- Documentation
Month 7-12: Generalisation
- Progressive deployment
- Follow-up and support
- Optimisation
- Result measurement
Tips for success
Start with “quick wins”
Identify processes where digital brings immediate value:
- Customer invoices
- Expense reports
- Leave requests
- Internal meeting notes
Involve management
Management must:
- Support the project
- Be exemplary
- Allocate necessary resources
- Communicate the vision
Don’t eliminate paper overnight
Gradual transition:
- Parallel digital/paper initially
- Gradual reduction of paper
- Elimination only when digital is mature
Measure and communicate
- Monthly dashboard
- Achievement celebration
- Sharing of savings
- Recognition of efforts
In summary
A paperless system rests on:
- Modern copier as scanning hub
- DMS for centralised storage
- Automated workflows for distribution
- Electronic signature for validation
- Change management for adoption
Investment is quickly amortised in savings and productivity.
Need a copier for your digital transformation?
Get free personalised quotes from qualified suppliers in Belgium. Response within 24h, no obligation.
📍 Service available in: Brussels