The Benefits of Converting to a Paperless Office

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The Benefits of Converting to a Paperless Office

• No paper means no paper cuts! How pacifying is
  that! We will talk about the more considerable
  advantages of going paperless, for instance quick
  data accessibility, in a while. Worldwide,
  offices are striving to eliminate paper and
  completely digitalize their documentation for
  good. Paper has been a true companion in very
  hard times with the offices but digital
  documentation management system somehow is more
  promising.

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Being paperless implies that computers will be
taking over the documentation and paper files and
dossiers will be laid off! The office
correspondence, record management, business
documentation all will be transferred from paper
to digital mediums.
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But why should offices go paperless?Quick Data
Location

• When offices adopt digital and online mediums for
  their documentation it boosts their collaboration
  levels. Imagine you have to open a huge cabinet
  then locate the right file and the right paper
  within that file manually, just to find out how
  the client responded to a certain proposition.
  Had the correspondence been recorded digitally
  all you had to do was type a keyword in the
  search bar and voila your document would have
  been located! For starters it is like magic,
  swish and flick!

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No bulky cabinets

• Paper that can neither be disposed off nor be
  placed on the desk because you dont readily need
  it is shoved in the cabinets and drawers. Imagine
  opening a cabinet and getting drowned in the
  flood of paper! This is not an exaggeration.
  Managing overly stuffed paper cabinets can be
  irksome. Locating the desired file and document
  from heaps of paper is exhausting, time consuming
  and costly as well. Reams of paper are bought for
  paper documentation which is a significant
  expense.
• Paper accumulation increases with time. So as
  time passes more cabinets, more paper and more
  people are needed to manage the documentation.
  When the documentation is digitalized reams of
  paper can be reduced to a few CDs or even Cloud.

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Error Proofing

• When documents are digitized they become immune
  to human error in terms of accessibility. To
  build on that lets put it this way, an employee
  is in a hurry trying to locate a missing file and
  his hands are shaking because the boss is on a
  rampage. In a panic he cruises past the page he
  was looking for and thinks its not there. So a
  digital document management system ensures the
  instant availability of the desired piece of
  information. Through a digital documentation
  management system the risk of misfiling a
  document is also minimized.

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Secure Document Management

• The paper documents are more vulnerable to
  break-ins or disasters like fire or flood.
  Digital documentation ensures secure document
  management as it provides multiple data backup
  sites. As far as cyber security is concerned,
  digitalized data can be protected from hackers/
  un-authorized personnel by encryption and
  password protection.

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Latest Version available

• Since digitalized data can be edited, the latest
  updated version of the document can be accessible
  to the users. Unlike the digitalized documents,
  the paper documents have to be recreated if the
  office doesnt allow the employees to scribble
  over the paper!

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• Thank You