With a paperless approach, no storage facility fees are necessary and can be a dramatic cost savings for a company.Īpproximately 7% of all paper documents get lost or misfiled. Storage of paper files can take up so much space in an office that sometimes additional storage facilities are used. Stored documents can also be accessed simultaneously, omitting the use of multiple copies. By going paperless, employees can access and edit digital documents then electronically send to others or save it for future use. Photocopier costs can also be very expensive to purchase and maintain. By eliminating printing, a company can save $500 per person per year in these supplies. Printing costs can include toner, ink, printers and their maintenance. The savings of going paperless extends beyond just the cost of the paper, which can be substantial. These systems also provide highly secure, permissions based access that can prevent unauthorized access and do not require capital investment in hardware and software. Not only are files easier to access, but also free up valuable space in an office without the need of cluttered cabinets and paper stacks. In a cloud based document management system, a central repository is a database that can be accessed by multiple users from anywhere, at any time and on any device. By scanning electronic copies of receipts, invoices, applications, etc, documents can be sorted, filed, and organized for quick retrieval and without delay. On average, office staff spend about one hour per month searching for and replacing files. Spending time hunting through piles of paper slows down response time whereas with a digital document management system one can find files with just a few keystrokes. The ability to quickly locate and disperse information may enhance your company's efficiency and professional image. Proper security privileges and procedures can help a business establish compliance requirements and avoid possible legal hassles. Users without any assigned permissions on the file cannot access it at all.Ī good data security system should also incorporate a tracking history to see who and when a document was accessed. For example, managers may have the permissions to read, write, modify and delete certain files while the staff under that manager may have read permissions only. In a paperless environment, you can add several levels of digital security to keep unauthorized people from seeing sensitive material at different folder and file levels. It is pretty simple to access files in an office, even if file cabinets are locked and paper shredders are used. Paper documents are not as secure as one might think. There should always be a concern about privacy and data protection.
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