Business owners always seek new ways to improve efficiency, save time, and increase productivity. What if you could achieve all that and more by going paperless?
Many organizations assume that utilizing paper in their processes and systems makes them more organized. However, this is far from reality. Companies that do not rely on paper records are more productive and enjoy several other benefits.
Consider going paperless if you want to take your business to the next level. It is advisable to work with a document scanning service if you have physical records. Reliable scanning services can streamline the digitization process for you so you can attain maximum benefits.
6 Reasons Businesses Go Paperless
Wondering if going paperless is the right move for your business? Here are six reasons you should consider it today.
1. Enhanced Efficiency in Business Procedures
Paper-based procedures are often inefficient and fraught with danger, and document maintenance can be time-consuming. Employees spend countless hours printing, filing, sorting, and searching for paper documents each year.
Although it may seem like a small amount of time each day, it can add up to a significant amount of time that could be spent on more productive and revenue-generating activities.
It is possible to develop automated workflows for digital documents, shifting the emphasis from team members handling paper documents to automation.
2. Improved Accessibility
Physical papers and documents might go missing even though everyone in the office is meticulous. Documents are simple to misplace or transport without anyone knowing their current location.
A paperless system ensures that files are constantly accessible and in the same location. Locally or in the cloud, storing virtual files on a server ensures that the information is accessible and that versions may be readily distinguished.
In addition, network access makes digital documents accessible from almost any location, allowing team members to download files while traveling or working from home.
3. Environmentally Responsible
Numerous businesses have programs to go green and reduce their carbon footprints. One of the main advantages of going paperless is that it takes you the right way to meet those goals.
Customers are increasingly concerned about environmental factors while evaluating vendors and providers. Going paperless is an unmistakable sign that you take your commitment to sustainability seriously and are modifying your business practices to lower your carbon impact.
4. Enhanced Backup and Disaster Recovery
Similar to other tangible media, paper can become damaged or destroyed. A corporation may lose decades of data due to fires, floods, and other disasters in a matter of hours.
Paper copies of documents can be costly to create and store. It is rare that your main building and offsite storage will be destroyed simultaneously, but putting the necessary distance between them makes it harder to access the backups.
Cloud-based solutions can be used to secure company documents from localized natural disasters and human error, preventing the loss of vital files. Once you have the proper scanning and document imaging solutions in place, it is inexpensive and straightforward to save numerous copies of files digitally. You can also arrange automatic backups for more safety.
5. Cost Savings
Documents scanning services are generally affordable, so you can go paperless without worrying about the costs.
Moreover, while paper and ink costs are easy to justify, going paperless delivers far significant savings in the long run. Storage prices may also reduce due to the decreased requirement for physical space.
You can save valuable office space as paperless businesses do not require rows of file cabinets. Instead, office space can be recovered for desks and other work areas while you digitally store your files and data.
6. Regulation and Security
It can be challenging to determine who has custody of a document or file, and it can be equally tricky to regulate access. Going paperless means working with document management systems that track file access.
A digital system can define access protection at the file level and even the document level. Individuals can be permitted access, or role-based security can be utilized to grant access to departments or groups en masse.
Most cloud-based document storage solutions offer robust security, role-based access restrictions, and compliance with most regulatory requirements. This can considerably streamline the audit and compliance process.
Let’s Go Paperless with Smooth Solutions!
While becoming paperless in the workplace has numerous advantages, it can be a significant change for businesses looking to make the switch. This is where Smooth Solutions comes in. We provide document scanning and conversion services for high volumes of data.
We also specialize in on-site scanning services. When required, we will deploy a team of qualified personnel and scanning equipment to your site to digitize your confidential documents right in your office. Contact us today to learn more about our services and take the first step towards a paperless journey.