For decades, paper documents and filing cabinets have been the way to organize information in an office, or at home.
However, that doesn't mean they are the best option. Many offices and homes worldwide are transitioning from physical documents to electronic document management systems. Well, there are several reasons to getting started and going paperless in today's modern business climate.
More and more business people are starting to realize that paper is an expensive and inefficient way to manage their information. And therefore, they are turning to a service, like an esign online electronic signature service which has the tools they need. Going paperless isn't something that happens overnight. It is a process that takes time and effort, and many business owners and at-home workers are intimidated by the prospect of making the switch.
This concept might be intimidating. Going paperless with information management systems is a necessity if you're going to compete in the modern business world and still have a life outside the office.
For companies everywhere, a key phrase "going paperless," of the digital age has taken over. The phrase refers to the process of moving all documentation, files, and records into a digital format. But you need to know if your business would benefit from such a transition.
The Value of Going Paperless
Going paperless isn't right for every business. Every business can go paperless even with an electronic signature website. To determine whether this strategy is a good fit, weigh the following advantages of transitioning to a paperless office.
1. Have a More Organized Workspace
Your employees might be drowning in papers and folders right in front of their desks. Your workplace will function a lot better if the office is clutter-free. Get rid of it by going paperless. Start digitizing your files so you can store it on computers where your documents can have a longer shelf life. Plus, you can now sign documents digitally now, so there's no need to print them out. Just click and sign! Say goodbye to paperweights and large binders cluttering every desk in your office.
2. Speed Up The Process in All Departments
Another benefit of going paperless is the convenience it brings to any paper-based processes. Imagine just waiting for a few seconds for contracts to be submitted or permits to be issued instead of waiting for unreliable couriers. Imagine signing a pile of documents after a few clicks instead of suffering cramps from signing them manually. The entirely digital workflow will increase productivity and will allow your office to provide a better service for your clients.
3. Prevent Document Forgery and Tampering
It is perhaps the best reason to go paperless. Document forgery is still a profitable crime, with authorities taking down forgery syndicates as recent as 2017. There are a million ways to forge a physical document; it's almost impractical. By going digital, you can sign and authenticate your documents using digital signature website and Certificates. It gives them a bunch of security features to prevent forgery and tampering.
4. Saved Space
One sheet of paper may not take up a ton of space, but tens of thousands of pages certainly do. Over the years, businesses can accrue boxes and boxes of files. These files have to go somewhere; they ultimately end up overcrowding office space. By going paperless, a firm can free up closets, boardrooms, and even entire offices.
Digital files, on the other hand, take no physical space on your premises at all. They're stored remotely and accessible from anywhere, which means you no longer have to waste overhead on physical file storage.
Tips for Going Paperless
The above advantages would likely benefit any business. Everyone would love and wish to save time, money, and space, while simultaneously enhancing security and becoming more sustainable.
Identifying the value of becoming a paperless office isn't usually the sticking point. The challenge comes when you have to determine how to go paperless. The key is to take a strategic approach. The following tips will help you get started.
1. Get a Plan for Disposing of Documents
A considerable effort will have to go into scanning documents and turning physical files into digital files. One of the more challenging aspects of this transitional process involves disposing of paper documents. You have the option of a variety of strategies for disposing of your current load of files, including a free signature app.
- Document collection. After scanning a document, mark it as such and organize based on whatever criteria you deem appropriate. It may be helpful to hold based on the date the file got copied into virtual form.
- Offsite storage. Next, move all the documents that have been turned into digital copies to an offsite storage unit for 30 to 90 days. It allows you to purge your office of the files, but also provides ample Time for correction if an error might have been committed in the process.
- Destroy and dispose of. After the allotted time has passed, shred the documents and properly dispose of them. You can then get rid of the storage unit and shift your focus to maintaining your status as a paperless organization.
The beauty of this approach is that it gives you time to recover from any mistakes that may get made during the disposal process. You could eventually choose to forgo the second step, but it's wise to be as thorough as possible the first few times around.
2. Make Paper Inconvenient
The next thing you can do is make paperless convenient to use. Remove fax machines and printers from the office, encourage dual-monitor setups to give employees more screen space to load documents. Remove printing options from computers, and sign up for paperless statements from all service providers. Eventually, the habits of a paperless operation will become second nature for employees.
Going paperless isn't something that happens overnight. If you want to reduce your dependence on paper and pursue digital alternatives, then you have to be willing to strategize and plan. Taking the strategy outlined in this article into account, you can streamline the process, reduce mistakes, and maximize efficiency.