The silent (and growing) expense of paper-based clinical trial sites
For years, paper-based documentation has been the standard in clinical trial operations: A-Z folders, pens, highlighters, envelopes, printed paper, and storage boxes are considered just another part of the job. Because it’s such a constant and familiar expense, many assume “paper doesn’t cost anything”—just because it’s always been done this way.
However, the reality is striking when clinical research sites take a closer look at the numbers.
When it's said “Paper doesn't cost anything" do you know how much does paper documentation cost?
At a clinical research site enrolling just 10 participants per year, the cost of paper supplies (folders, ink, sticky notes, highlighters, envelopes, etc.) exceeds USD 1,100 annually.
But the real budget drain lies in physical storage and infrastructure (Data for Latin America):
- Average monthly cost of archive space: USD 1,934.35
- Storage per box: USD 3.00
- Estimated total annual cost: over USD 23,200
That’s more than USD 24,400 annually to maintain a paper-based process…
And that’s with only 10 patients!
The operational costs skyrocket if your site handles 5, 10, or 20 studies per year.
Not to mention:
- Human error from handwritten or misplaced data
- Staff time lost searching through binders
- Redundant work during audits or inspections
And what about the environmental cost?
The environmental impact of paper is often overlooked, but it’s very real:
- A single ream of paper (500 sheets) uses 6% of a tree, 10 liters of water, and emits around 2.6 kg of CO₂ throughout its lifecycle (Sources: The World Counts, Environmental Paper Network)
When one clinical site prints tens of thousands of pages a year, it silently contributes to:
- Deforestation
- Excessive water and energy consumption
- Unnecessary carbon emissions
The solution: Go digital with your clinical trial documentation
With platforms like Trial360, research centers can completely transform their clinical trial operations—boosting efficiency, reducing costs, and improving sustainability.
Benefits of digital clinical trial management:
- Validated eSource (electronic source documentation)
- Remote access for monitors, sponsors, and auditors
- Full compliance with FDA 21 CFR Part 11
- Significant reductions in paper, storage, staff time, and operational expenses
- Alignment with environmental sustainability goals
What could you achieve if you left paper behind? Stop saying "“Paper doesn't cost anything""
Digitizing your processes is more than innovation—it’s operational efficiency, compliance, and environmental responsibility.
With Trial360, you no longer have to choose between quality and cost.
Request a personalized demo today and let us help you compare your current costs with a streamlined digital model.
