In this new digital age, the need to be using copious amount of paper in many offices is dwindling as more and more businesses switch to digital alternatives. If you are considering becoming a paperless office, or just want to see what simple changes you can make to reduce the amount of paper used, be sure to check out the benefits below.
When you are using digital documents, you can find all of your work organized by a digital document management system. This means that as documents come into the office, they can immediately be scanned and stored online. You can then easily send these documents around the office to anyone who needs access to it.
Trying to decipher someone else’s handwriting can sometimes be quite a difficult task! This can then result in mistakes being made, as well as taking up time out of your working day to look at what the document says. When using digital systems, ineligible handwriting is no longer an issue!
Continuing on from the last point, having an office free of paper can save you a lot of money. For many staff members, a huge amount of time can be spent trying to find specific documents. This is no mean feat in a busy office!
Many businesses processes can be simplified when you use digital systems instead. Everything can be down with just the touch of a button. Systems such as GoCanvas allow you to create all of your paper forms into a simple and easy to use app, meaning that you can have all of your data and important forms in one place. There is no programming required and you can build your own mobile app to perfectly suit the needs of your business.
When using digital documents, you can add security setting and give lots of colleagues authorized access to view the same document. Then, when one document needs to be used by multiple people, it is much easier to access this single document by multiple users.
While most offices will keep their documents secure by lock and key, there are lots of added security features that you can implement when making the digital switch. Your documents will be stored on secure servers and only those who are authorized to do so will be able to retrieve these documents. This makes it far more secure than paper which can easily fall into the wrong hands.
Automatic Audit Trail
If you are storing records for a long period of time, you need to ensure that you are compliant with the strict guidelines that are in place. When using digital systems, you won’t be restricted to your storage and all documents have a unique number which means you can easily find them with their audit trail.
Return on Investment
While you might initially have to spend some money to make the switch from paperless to digital, this cost will quickly be recouped. You can even expect to see a return on investment in just six months!
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