The Importance of Controlling and Reducing Paper Use in Business


In an era dominated by digital advancements, businesses are increasingly recognizing the environmental and operational benefits of controlling and reducing paper use.

This article explores the compelling reasons why businesses should prioritize the reduction of paper consumption and adopt sustainable practices.

Use of Paper in Business

The majority of firms still rely heavily on paper documents. Businesses purchase printed forms for around $120 billion annually, which become obsolete in three months.


Ten thousand sheets of paper are used annually by the average office worker, and 7.5 billion paper documents are created. According to estimates, the average organization uses 22% more paper annually. In offices, around half of the paper produced is disposed of in the trash.

There are more reasons to assess a company’s paper usage in addition to the harm that paper production and consumption cause to the environment. Given that an estimated 20% of print jobs are never fetched from printers, security is a major concern because this leaves pertinent and sensitive data accessible to anybody who walks by.

The amount of time spent looking for document papers is another important reason to cease using paper. Businesses desire to transition to paperless workflows and processes, which is not surprising.

Key Reasons to Prioritize Reduction of Paper Use

Here we are sharing the reasons why you should reduce the consumption of paper by understanding its impact on the environment, operational efficiency, etc.

Let’s get going!

1. Conservation of Resources

Excessive paper use contributes to deforestation and the depletion of natural resources. By controlling and reducing paper consumption, businesses play a pivotal role in preserving forests and promoting sustainable resource management.

2. Carbon Footprint Reduction

The production, transportation, and disposal of paper contribute to greenhouse gas emissions. Reducing paper use directly mitigates a business’s carbon footprint, supporting global efforts to combat climate change.

3. Cost Savings

Paper, ink, and printing equipment incur substantial costs for businesses. By controlling paper use, companies can significantly reduce expenses associated with purchasing, storing, and maintaining these resources.

4. Streamlined Workflows

Digital alternatives streamline document workflows, allowing for faster and more efficient processes. Embracing digital documentation reduces the need for physical paperwork, minimizing delays and improving overall productivity.

5. Enhanced Security

Digital documents offer advanced security features, including encryption and access controls, reducing the risk of unauthorized access compared to traditional paper files.

6. Accessibility and Collaboration

Digital files facilitate easy sharing and collaboration, fostering a more dynamic and interconnected work environment. This is particularly beneficial for remote teams and businesses with geographically dispersed offices.

7. Compliance with Environmental Standards

Many industries face increasing pressure to comply with environmental regulations. Controlling paper use aligns businesses with these standards, showcasing a commitment to sustainability.

8. Data Protection Compliance

As data protection regulations become more stringent, digital document management ensures businesses can meet compliance requirements, safeguarding sensitive information.

Source: Reducing Paper Waste in the Office

Use Recycled Paper

To reduce environmental impact, try to use recycled paper to preserve forests and cut down on the quantity of paper that ends up in landfills. In addition, recycled paper can help the environment in several ways, such as:

  • Recycled paper uses 26% less energy.
  • Compared to the conventional paper production process, its production produces 40% less greenhouse gas.
  • If one million tons of recycled paper were used instead of fresh paper, it would be akin to removing 248,000 cars from the road for a whole year or filling up 15,000 swimming pools with water.
  • The production of recycled paper results in 73% less air pollution.

Frequently Asked Questions (FAQs)

Ques: How can businesses start reducing paper use?

Ans: Implementing measures such as adopting digital documentation, encouraging double-sided printing, and investing in document management systems are effective ways to start.

Ques: Can reducing paper use impact the quality of customer service?

Ans: On the contrary, digital document management often enhances customer service by providing quicker access to information and facilitating faster response times.


In conclusion, controlling and reducing paper use is a strategic decision that brings about environmental benefits, operational efficiency, and compliance advantages. Explore more insights on reducing paper waste in the office at PrintVisor.