10 Reasons to Go Paperless
How many filing cabinets do you have to keep buying to keep your records organised? Are papers needing review piling up, or are you missing any documents? Keeping records on paper may be a necessary evil in people’s minds, however, today, there is such a lot of great software to help you go paperless smoothly, and the unique benefits of shifting on to digital are more than enough to make it well worth your primary headache. There are multiple valid reasons why it is an excellent idea to go paperless, including benefits for your budget, the environment, and your employees. Here are the top ten perks and benefits of going paperless.
1 – Find your information quicker
It is estimated that employees spend 30% of their time looking for paper documents. Electronic documents are more comfortable to file and to find, as they can easily be indexed using critical data like date, document type or user-defining criteria. You can use a full-text search mode, which makes it quick and straightforward to find essential business documents, either on-site or in the cloud.
2 – Get access anytime, anywhere
Getting and using your information within seconds is the norm in the global and mobile world today. With electronic documents, easy to use workflow automation tools, and the powerful cloud for storage, you can create and route all your vital documents and necessary data so you can reach the right people, straightaway, without any manual intervention.
3 – Automatically capture data
If you use web-based forms technology to collect and exchange all your information, that speeds up the process and also improves the quality of the data. Digitally captured data is far more reliable, giving you direct access to better information, faster turnaround times, and lower cost since pre-printed forms and mailing expenses are eliminated. Besides, inbound data can easily be integrated with back-end apps and custom-made forms or documents which can be generated from the apps automatically, eliminating all manual processing.
4 – Automation of manual processes
Process automation is intelligent management and routing of all relevant information through a business process or easy to use workflow. Process management tools allow you to build business rules to route, and to distribute, along with storage electronic documents, reports and data. You can collaborate with your colleagues or your customers by sharing the documents digitally so they can review, edit, and save them.
5 – Speed Up Approval Processes
Companies utilise electronic signature solutions to speed up the approval processes for any external, or internal documents. Electronic documents can now quickly be signed digitally and then routed on for the next step quickly, reliably, and entirely securely. That speeds up purchase requests, sales orders, loan approvals, expense reports, and contracts.
6 – Storing and bringing your documents together
Electronic records take up way far room than the mountains of paperwork you have, and if you are a line of business where many documents need to be assembled, routed on, and distributed, then going paperless will provide a massive productivity and speed boost. If you use document assembly software, you can automatically pull everything together with a single custom-made document from multiple other papers and sources, and in different formats.
7 – Customise documents
Customers demand that business documents meet their unique needs, and electronic document management systems coupled with e-form solutions will permit you to create personalised electronic or paper-based forms, with reports to fit your customer’s format or unique business processes. You can set up your files so they can swiftly be split, formatted, or distributed, then archived automatically.
8 – Prove Compliance
These days, companies are required to take documented measures to maintain full data confidentiality and overall integrity. Paper-based systems are more challenging to track and manage, and they are more expensive than electronic-based systems to maintain and update. Electronic document management systems provide an audit trail of when documents are received or sent. Built-in security prevents unauthorised access, keeping data confidential.
9 – Save the Environment
With global warming and excessive pollution of the environment, the world has started to open its eyes about the value of going green, and reducing the carbon footprint. Going paperless with electronic document management systems will help you cut down on deforestation and pollution, thereby allowing more trees to do the work of absorbing harmful carbon dioxide, and slowing down climate change globally.
10 – Make Customers Happy
Many customers prefer personalised service, rather than calling you and having to wait on hold. You can provide vital information safely and securely to your customers electronically, allowing them to inquire in their own time, and when convenient for them. Providing electronic access to all the relevant data gives your customers a far more accurate and complete picture, with all the information they need. It will make them happier and more loyal.
Other benefits of going paperless
Other benefits include quick access to documents. Spending precious time searching for your records during an audit can be made more complicated, the more paperwork you have. Keeping your records in electronic format allows you to search and quickly find any information you need. You can find what you need really promptly by examining the individual records or groups of files for that info. With production or quality control issues, searching for specific data can help to troubleshoot, and whether through operator error or missing paperwork, electronic records are more comfortable to keep track of. Dates are system generated and precise, and you can trust your records to be accurate when time is never back or forward dated. Utilising drop-down menus and operator-entered data also reduces the need to decipher handwriting. Electronic documents can use electronic signatures, making it easier to move to an automated system completely. Let’s face it, life is much more comfortable with electronic records.