Paperless Office in 2025: What Businesses Should Know

Is the Paperless Office Really Coming?

In this article, you’ll learn what it would take to go fully paperless, why most offices still rely on printers and copiers, and how companies are evolving their print environments without eliminating them.

For decades, experts predicted offices would soon be completely paperless. Yet in 2025, teams are still scanning, printing, and handing out documents every day. So what’s the reality—myth or future trend?

The truth is that the modern office is changing. However, printers and copiers still play a vital role in daily business operations, and they likely will for the next five to ten years.

Here’s why.

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Going Paperless Takes More Than Just Good Intentions

Creating a paper-free workplace is far more complex than simply telling your team to stop printing. It requires investment, training, and workflow changes:

• Employee equipment upgrades – Larger or multiple monitors are often needed to replace printed documents. Outfitting an entire team is costly.

• Document management systems (DMS) – Essential for replacing paper workflows, these systems can cost $50,000 or more when integrated with compliance or approval processes.

• Ongoing paper inputs – Businesses still receive mail, invoices, and contracts that must be scanned and filed. These can’t be eliminated completely.

• Training and culture shifts – Moving away from paper touches every department and requires significant adjustment.

Switching to a paperless system isn’t a simple upgrade. It’s a fundamental shift.

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Many Business Leaders Still Prefer Paper

Beyond technology, there’s the human side of change. Many executives and teams still favor working with printed materials.

• Decision-makers who have spent decades reviewing and signing paper documents are hesitant to switch.

• Sales teams continue to rely on printed proposals and brochures in client meetings.

• Printed materials often feel more tangible, reliable, and effective for communication.

These habits aren’t just resistance to change—they’re about convenience, confidence, and style.

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What We’re Seeing Across 100,000 Devices

At Novatech, we manage more than 100,000 printers and copiers nationwide, giving us a clear view of what’s really happening in offices today.

Here’s what the data tells us:

• Many businesses are shifting from large A3 copiers to smaller A4 models, especially for remote or departmental use.

• Some companies are printing slightly less per employee, but overall print volumes remain steady.

• Very few businesses are going fully paperless—instead, they’re adopting hybrid workflows that reduce paper where it makes sense but keep print when it’s needed.

Rather than disappearing, print is being refined and optimized.

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What the Future Looks Like

The future of printing isn’t elimination—it’s smarter use.

Offices will continue to embrace digital workflows for speed and convenience. But industries like healthcare, finance, education, law, and manufacturing will still depend on physical documents for compliance, accuracy, and client trust.

At Novatech, we help businesses modernize their print environments without disrupting productivity. Whether that means reducing devices, improving cost controls, or enabling secure scanning and mobile printing, our solutions are tailored to your goals.

Curious about how much paper your office could eliminate without sacrificing productivity?
Let’s assess your current setup and find the right balance for your team.