Electronic vs. Paper Documents: Five Reasons to Switch
Today, the digitization process is capturing new areas. There are many solutions to convert your business into the digital form run on the Internet. We set this article to help you understand the features of changing the ways of your document workflow. You will get information about the differences between electronic and paper documents and the pros and cons of each of them. Also, we’ll try to give you practical tips on how to transfer your documents into digital.
- First, you need to make sure that your budget has the funds needed for this process and try to fully understand the digital transfer process to predict how much it will cost.
- Remaking your whole paper system into digital could become a substantial full-time project, so you need to find the time for the transformation.
- And once you have transformed it, keeping all kinds of legal documents and forms will unfold for you in its simplicity and convenience.
Some time ago, people just had to deal with enormous amounts of documents printed on paper. Just imagine your office without the piles of paper you need to systematize. Fortunately, now you have efficient and low-cost services that provide you with tools to transfer all your documents into digital. If you still haven’t decided to make this transaction, read the article we set below. Maybe some of the reasons provided there will help you to make the decision.
Table of Contents:
- Saving Money
- Making Revisions and Edits Easier
- Simplifying Sharing and Access
- Reducing Waste to Protect the Environment
- Maximizing Your Facility Space
1. Saving Money
First and foremost, every business enterprise is set to make money, and reducing the costs is one way to do so. Just think about this. You may even have a group of workers that only handles the paperwork. If you manage to transfer your work to a digital system, you will no longer have to pay salaries to those workers. You don’t need to fire everyone: you can make them work on other projects, becoming more productive.
Among the other advantages, you get a centralized system that you can always check from anywhere without calling or texting a document management specialist.
2. Making Revisions and Edits Easier
The information you use in the working process is connected to many people in your organization. If the workflow is based on the paperwork, you’ll have problems with people who could not reach the needed document, or worse, it could get lost. You can create a whole new workflow where every employee takes part in creating the content. This could allow you to make revisions and edits easily with the participation of all the members of your team. Also, going digital could prevent your enterprise from losing important information. Cloud storage located on the Internet will save your files even if the computer system in your office is off.
The other good thing about this way of leading your business is making your documents dynamic. This means that your documents will change, constantly updating the information they contain. It doesn’t matter if there’s a new state law or some change inside your organization. Your documents become flexible. If you consider having them all in one place, try some online services that provide you with the ability to edit them remotely.
3. Simplifying Sharing and Access
Having your documents available online will allow your employees to access the system from home or while on the road. This is very handy, especially when it comes to the 2020 pandemic situation. If the new lockdown happens, you will have a backup plan for this kind of situation when your usual office workflow is not relevant.
It is also very important not only to make the content for your business but to know what workers have read the needed document. If you create a system that allows users to access it from mobile devices, you could get a very nice workflow. Every document that must be seen will be available from the hand-held device, and you could easily get the needed information about who signed, approved, or edited a particular form, etc.
4. Reducing Waste to Protect the Environment
You know that the production of the paper itself is a process that requires a lot of resources, especially wood and water. Also, the by-products of this process could spoil the soil and ground waters. You might ask: how is this connected to your business?
Just calculate the amount of paper you use, for example, to sign new contracts with your employees. Every copy of this document could consist of ten or even more pages. Just multiply it by the number of your workers, and you’ll get the enormous amount of paper used. Updates like this one will happen periodically. Try to use services like formspal.com to reduce paper consumption. You can find any legal forms needed there and make the transaction to the digital format less painful.
5. Maximizing Your Facility Space
The last but not the least reason in this list to go digital is the space. Your office is a home base for your enterprise. The team environment is very important, and it is closely connected to the physical space where you work. If the whole facility is filled up with piles of documents and shelving units with files, you barely could get a nice creative atmosphere. We don’t even want to visualize a dangerous situation where these things could fall on someone. If you make your offiсe spacious and clear, it could raise the productivity of your team, and you could even finally find the spot for the coffee machine they’ve been asking for.
You may think that changing the paperwork for digital documents will require extra money and considerable time investment. And you’re right. But if you think of it from a long-term perspective, your investment will save you a lot of time and money in the future. Also, the idea of protecting nature becomes more and more critical for the states each year. To avoid possible future regulations, try to drop out of paper and go digital right now.