Sustainable archiving: how companies can archive efficiently, responsibly, and at lower cost
Contracts, accounting records, personnel files, and technical documentation quickly build up at every company, and archiving is rarely anyone’s favourite task. So how can you stay on top of your paper documents? The key lies in knowing how to store paper files and folders properly, so everything is always close at hand and no time is wasted searching.
Personnel documents, invoices, contracts, and technical documentation must be readily accessible, clearly organised, and often archived for the long term. Without a systematic approach to archiving, offices can quickly turn into chaotic paper stores that cost companies time, money, and space.
Did you know?
… employees can lose up to 20% of their working time searching for poorly stored documents.
Poor archiving also leads to unnecessary printing, document duplication, losses, and errors. Sustainable archiving adds another dimension: it helps companies to reduce material consumption, supports order and clarity, and improves both economic and process efficiency. Order in documents thus becomes a corporate asset. And when archiving is sustainable, it delivers a double benefit.
Why sustainable archiving is becoming increasingly important for companies
The corporate environment is changing, as is the way companies approach materials, resources, and responsibility. Around 62% of European companies now say that environmental factors influence their purchasing decisions. A responsible approach is expected not only by customers, but increasingly by employees themselves.
Physical archiving solutions today can combine recycled materials, certified origins, and long service life, enabling companies to reduce their environmental footprint without disrupting day-to-day processes.
Legislation is changing the way we view materials, but not paper itself
European directives and ESG reporting obligations, including the CSRD, place a greater emphasis on the transparent handling of materials, waste, and product life cycles. In practice, this means companies must increasingly track the origin of materials, their processing, use, and eventual disposal.
Sustainable archiving solutions made from recycled and certified materials help companies to meet environmental indicators without changing the very nature of archiving itself.
Digitalisation and physical archiving go hand in hand
Digitalisation is unstoppable, as it offers speed, accessibility, and savings. Even so, every company still holds a significant volume of documents that must be retained in printed form. Physical archiving therefore remains an essential part of how organisations operate.
The goal is not to replace paper with digitalisation, but to connect both approaches so they complement one another and increase overall efficiency. Digital archives speed up access to information, while physical archives ensure legal compliance and long-term document protection — and this is precisely where sustainable archiving plays a key role.
Current trends in sustainable archiving
Archiving solutions have undergone a noticeable shift in recent years. Alongside hybrid archiving, more and more companies are opting for 100% recycled folders, lever-arch files, and archive boxes that are low in material but high in strength. At the same time, certified paper products carrying FSC® or PEFC™ labels have become standard in many offices.
Another strong trend is the focus on longer life cycles for archiving products. Durable solutions designed for repeated use reduce waste and, over time, also reduce costs. Increasing attention is also being paid to space-efficient archiving systems, which save space, make handling easier, and reduce the need for plastic components in favour of recyclable cardboard.
Our tip:
A good example of a modern solution that combines functionality with a sustainable material approach is the Exacompta Big Box drawer module. It holds Blue Angel certification, indicating a high proportion of recycled material and a controlled production process.
Certifications as a quick guide when choosing products
When selecting archiving solutions, companies are increasingly guided by certifications. Key ones include FSC®, which guarantees responsible paper sourcing; PEFC™, focused on sustainable forest management; Blue Angel (Der Blaue Engel) for products with a high recycled content; and the European Ecolabel, which assesses the environmental impact across the entire product life cycle. Another important indicator is the proportion of recycled content itself — the higher it is, the more favourable the ESG assessment.
Sustainable archiving as part of ESG
Lower consumption of primary materials means reduced extraction, lower energy demand, and fewer emissions. At the same time, high-quality archiving improves the auditability of processes and reduces risks associated with document loss.
For companies, this is a quite specific ESG measure that can be implemented immediately, without changes to IT infrastructure or working procedures.
Did you know?
… recycled paper can save up to 60% of energy compared with production from virgin raw materials.
Why order in documents remains a key priority
Every year, companies lose thousands of euros due to disorganised documentation, time wasted searching for records, and errors caused by chaos in archives. A well-designed system reduces the risk of legal complications, simplifies audits, inspections, and handovers, and significantly limits duplicate printing.
Sustainable archiving is now a logical step for companies that want to operate efficiently, responsibly, and over the long term. It combines material savings, orderly documentation, support for ESG goals, and a better working environment. A well-structured archive saves time, reduces risks, and strengthens corporate reputation.
Lyreco helps companies to build archives that are organised, functional, and responsible in their use of resources. Thanks to its broad portfolio of archiving solutions, it can meet the needs of small offices and large corporations alike – simply, systematically, and sustainably.
Order in documents may be “invisible”, but it remains one of the most important drivers of corporate efficiency.
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