Transactions and other business processes require a paper trail. This is part of the law, and is also necessary for bookkeeping or tax purposes. In the past, this would have entailed the use and disposal of vast amounts of paper. However, the modern trend is to optimize office performance through the use of corporate document scanning, electronic document archiving and document cloud solutions.
In a paperless office, administration is faster and easier. Paper copies of documents sometimes get damaged or inadvertently consigned to the dustbin. This does not happen if they are stored and backed up on computer equipment. Also, dealing with and sending documentation takes less time electronically. On-screen copies are of a higher quality than the paper versions, because they don't have to go through printers.
A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.
Attention to detail is imperative in corporate documentation. Paperwork of a legal nature needs to be entirely accurate, and remain so even if it is sent to other people. Printing and faxing sometimes make this difficult. The quality of a company's documents has an impact on its reputation, so electronic systems guarantee a favorable impression.
Archiving is also important to customer satisfaction. No-one likes to be told that their file is missing or that important papers have been lost or damaged. This is a common occurrence in older, paper-based systems. Electronic archiving can contain thousands of records or several years of paperwork, in a form that is easy to access and search and that fits on the desktop. The professional image of the organization is maintained by the swift and accurate resolution of administrative queries.
Stationery as a budget item is reduced or almost removed through the use of paperless office methods. Computer software presents employees with many more possibilities in putting together documents, so that the company's brand and service to its customers are easier to emphasise and promote.
Modern businesses should consider switching to a paperless environment. Besides the money that is saved in this way, customer satisfaction is increased and staff spend less time on paperwork and correspondence. Paperless offices represent the business model of the future, and it is better to adopt this strategy sooner rather than later, as it becomes harder to interact with customers and suppliers who already have.
In a paperless office, administration is faster and easier. Paper copies of documents sometimes get damaged or inadvertently consigned to the dustbin. This does not happen if they are stored and backed up on computer equipment. Also, dealing with and sending documentation takes less time electronically. On-screen copies are of a higher quality than the paper versions, because they don't have to go through printers.
A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.
Attention to detail is imperative in corporate documentation. Paperwork of a legal nature needs to be entirely accurate, and remain so even if it is sent to other people. Printing and faxing sometimes make this difficult. The quality of a company's documents has an impact on its reputation, so electronic systems guarantee a favorable impression.
Archiving is also important to customer satisfaction. No-one likes to be told that their file is missing or that important papers have been lost or damaged. This is a common occurrence in older, paper-based systems. Electronic archiving can contain thousands of records or several years of paperwork, in a form that is easy to access and search and that fits on the desktop. The professional image of the organization is maintained by the swift and accurate resolution of administrative queries.
Stationery as a budget item is reduced or almost removed through the use of paperless office methods. Computer software presents employees with many more possibilities in putting together documents, so that the company's brand and service to its customers are easier to emphasise and promote.
Modern businesses should consider switching to a paperless environment. Besides the money that is saved in this way, customer satisfaction is increased and staff spend less time on paperwork and correspondence. Paperless offices represent the business model of the future, and it is better to adopt this strategy sooner rather than later, as it becomes harder to interact with customers and suppliers who already have.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about document management cloud, she recommends you check out Docufree.
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