Tag Archives: document management

AEC, Blog, Business Tips, Large Format

Paper Clutter Is Killing Your Productivity – Go Digital This Spring

Spring is here—and just like you might clean out a garage or attic, now’s the perfect time to declutter your business operations. Clutter isn’t limited to closets. It piles up on desks, in file cabinets, and across job sites—slowing you down with outdated drawings, misplaced documents, and paper-based processes that no longer fit how today’s teams work.

If your team still relies on paper-heavy workflows, you may be losing more time, money, and momentum than you realize. At Repro Products, we specialize in helping firms like yours eliminate inefficiencies by digitizing paper documents and streamlining workflows.

1. Paper Is Slowing You Down—Here’s How

Paper documents cause more productivity drag than most realize. Here’s a breakdown of where it hurts:

Lost Time Searching

  • The average worker spends 1.8 hours every day—more than 9 hours per week—just searching for information, according to a McKinsey report. In paper-based environments, that number can be even higher.
  • Without keyword search or remote access, staff must physically sift through file cabinets or storage rooms to retrieve even basic documents—costing your team valuable time and momentum.

Storage Limitations

  • Paper files take up valuable space—whether it’s blueprint drawers or entire rooms of file cabinets.
  • Multiple versions of the same file are often stored, creating confusion over which is current and introducing compliance risks.

Increased Errors

  • Manual data entry, handwritten notes, and physical markups are all prone to human error.
  • Misreading or misfiling a document can lead to costly on-site mistakes, change orders, or delays.

Slower Collaboration

  • Paper-based workflows don’t support real-time updates. Sharing requires scanning, printing, or physically transporting documents.
  • In hybrid and remote environments, paper simply can’t keep up with the speed and flexibility of digital collaboration.

2. Go Digital: The Benefits of Document Scanning

Repro Products offers high-quality document scanning and digital conversion services for a wide range of applications, including:

  • Blueprints, as-builts, and engineering drawings
  • Project records and contracts
  • Permits and compliance documentation
  • Surveys, maps, circuit diagrams, and CAD files
  • Aerial and oversized photographs

But we don’t stop at simply converting paper into pixels.

Our large format scanning services handle documents up to 60” wide, and we go the extra mile by capturing labels, annotations, and revision dates—preserving your data’s integrity and supporting clear version control. Whether the documents are fragile, aged, or oversized, we fulfill special handling instructions to ensure accuracy and consistency.

Once digitized, your files can be:

  • Indexed and searchable for fast retrieval
  • Backed up securely for disaster recovery
  • Easily shared across teams and job sites
  • Integrated into your existing systems like GIS, CAD, or EDMS

With digital files, you’re not just preserving your documents—you’re unlocking smarter ways to access and use them.

3. Smarter Storage and Version Control

Digitized documents can be seamlessly integrated into a document management system (DMS) or tools like Autodesk Docs, giving your team:

  • Centralized access – View, edit, and manage files from one shared location
  • Permission-based controls – Keep sensitive documents secure
  • Accurate version tracking – Always know you’re working from the most current plans

No more version chaos or wasted time hunting down edits from multiple printouts.

Ready to Make the Switch?

Stop letting paper drag down your productivity. Repro Products is here to help you spring clean your document processes and embrace a smarter, faster way of working.

Contact us today or visit this page to schedule a scanning consultation or learn more about our document management solutions.

Blog

Improving Your Bottom Line With Smarter Document Management

Repro Products, Inc., Atlanta’s exclusive Xerox Agency, has some proven methods to help you cut business expenses through better document management. Many of these are quite simple and can be put into practice immediately, meaning you can start saving money right away.

Reduce Print Costs

With businesses spending approximately 3% on printing, this is the third largest business expense behind rent and payroll. If your company is like most companies, you underestimate how much you’re spending on printing by around 40%. There are some simple strategies, like printing on both sides of the paper whenever possible and restricting color printing, that are good places to begin saving money. Xerox printers let you set permissions and restrict color printing to specific documents, departments or employees.

Almost half of printed pages are discarded and another 20 percent are never picked up from the printer at all! Eliminate unneeded printing with Xerox printers that don’t print until the user validates the print job with a PIN code they enter at the printer. The page that was never printed is the biggest savings of all.

Although the above strategies will provide some savings, engaging Repro Products to outsource your print management is the most effective way to reduce your print costs. A managed print services (MPS) strategy can cut your costs by up to 30%. You will also get a single point of contact who can manage your vendors, handle supplies ordering and provide a detailed understanding of your print environment. We will also provide support and advise you on industry-standard best practices. Contact us to find out more about managed print services.

Assess Your Equipment Needs

When you want to cut costs, your hardware is another expense you need to examine. A print assessment by Repro Products can identify opportunities to save money while boosting efficiency. If your organization can’t immediately determine how many printers are in your office, where they’re located or who is printing on them, an assessment is the first step you need to take.

While it may seem counter-intuitive to spend money on new equipment in order to reduce costs, outdated office equipment can be an unnecessary drain on your budget. Dated equipment is inefficient and is likely the source of many costly repairs. A print assessment can also tell you the best placement of your devices for the teams they serve in order to achieve optimum utilization.

Go Digital

Digitizing documents and storing them in the cloud reduces expenses by decreasing printing and by improving productivity. Digitization can eliminate paper from how you invoice, report financials, manage legal and human resource forms and handle other time-consuming processes. It reduces your office space needs as well since you’ll have fewer physical records to store.

Xerox Web Capture Services automates and scans documents for immediate use without the additional steps of creating files, renaming documents and importing to an applications.  Now scanning is easier than ever, eliminating a difficult learning curve and making your transition to digital easier than you may imagine. It also works with any brand of scanner so you won’t need to invest in new ones. Xerox printers using ConnectKey Technology® let you scan and print documents directly to and from cloud storage apps like Microsoft 365 and Dropbox which is a huge time saver.

INTERESTED IN A NEW XEROX PRINTING DEVICE FOR YOUR BUSINESS?

Need help choosing a document management solution for your office?  Contact Repro Products, Inc., Atlanta’s Exclusive Xerox Agency, for a needs assessment by clicking here. We look forward to working with you and helping you improve your bottom line.