The Benefits of Converting to a Paperless Office

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Slide 1

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 don’t 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 let’s 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 it’s 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 doesn’t allow the employees to scribble over the paper!

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Thank You

Summary: 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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