The process of document digitalization has begun a long time ago and now it’s reaching adulthood.
The paperless office is the term that we use to describe the process of paper elimination, where database replaces index cards, emails instead of letters or faxes and Internet instead of the reference books. It is a change of habits driven by advances in technology.
There is no excuse for using so many paper documents in your office when being paperless can make you more efficient, improve office environment and improve your overall document management. But you can also be paperless when you are working out of the office, as well. It’s all based on the same principle, we only use different tools and devices.
Going paperless brings many benefits that affect the way we deal with document management during our workday.
What are exactly the benefits of using digital documents instead of paper documents?
Storage Space and Accessibility
Now many businesses turn to Cloud storages where they can manipulate documents without a hitch. Instead of manually storing documents which requires actual storage space, now you can store those documents on the cloud services. Using services such as Google Drive allows straightforward document creation and storage. It’s possible to store up to 15 GB of files for free. And when we talk about interior design, the office without papers looks really neat and tidy, right?
Likewise, the costs of working with documents are significantly reduced since there are no printing and mailing expenses. Another great benefit that will save your time is that searching and accessing the document on cloud services is much faster than manually going through your paper documents. Cloud services can be accessed on any mobile device or computer, enabling you to instantly access them wherever you are.
Better Document Management On the Go
Instant accessibility and no physical space is great when you are paperless. But what is even better, are the possibilities that you get while working with digital documents. For people that like to finish work on the go, there are many gadgets that can help them finish their tasks while being mobile.
Using cam scanning apps can make document creation a child’s play. Keeping all paper receipts that you take on your business trips can be messy and not so practical. If needed, next time just use this neat little trick to scan a document, upload it to your Google Drive as a PDF or send it in an email. Or if you need to edit some PDF document, you need a good converter app, that will convert a read-only PDF file into an editable Word document. You won’t need to rely on the paper anymore.
Data Security
Digitally captured documents are more reliable in terms of that if they are preserved as a PDF they can be password protected and no changing of metadata can be performed on them. While having piles of hard copies, some individuals can have access to all of them, exposing them to risk of alternations. When you have a password protected file you can assure that only individuals that you want to see the document can have access to them. It assures greater control over your confidential documents.
But also, the companies should invest more in their online data security. Leaving your digital documents without backup can expose your company if no necessary steps are taken to protect those files. Just like you want to protect your classified data by keeping it in safe, you should also invest in you cyber-security and ensure that some extra measures are taken. It can add up to more upfront costs, but there is no real price when the security of your data is in question.
It is time you start fully utilizing these benefits when dealing with document management.
It is high time you start taking digital trends seriously and use them to your advantage. You can apply these tips to ensure that you have instant access to documents, improve data security, or get your work done on the go.
