Going paperless is one of the most recent and popular trends that is being sincerely followed in the IT industry over the past few years. There are significant reasons why almost every business is turning to this new age trend. No matter whether you have a small business or you are associated with a large scale enterprise, establishing a Document Management Solution would prove to be significantly beneficial for your business in a number of ways. If you are not quite clear about the entire process, and not sure whether or not to invest in a process automation software, here are some significant reasons that you should consider –
- Easy storage – When you invest in a paperless office environment, it’s quite obvious that you are going to use a document management system. This ensures all the paper documents that are generated in your office or come from external sources, can be scanned immediately. Since you can store the electronic version of all the documents, you will be able to save a lot of physical space. This also makes the process of retrieving and accessing documents absolutely simple.
- Improved business development – With an advanced Document Management Solution in place, all the business processes will be handled more efficiently, and that too, in less span of time. As a result, the employees will be able to work more efficiently, leading to improved productivity. This will not only help boost up the ROI of your business, but will also help you develop new business scopes.
- Fast retrieval process – Studies show that employees tend to spend almost one-third of their valuable time searching for paper documents. With a paperless office, you can ensure that your employees don’t have to waste their valuable time looking for documents. Once you convert all the paper documents into electronic ones, it becomes easier to find those. This is mainly because the documents can be indexed using certain key information like document type, date or some other criteria, defined by users. There are also many software that are equipped with advanced features like full-text searching or content searching. This makes it way simpler and quicker to trace and retrieve the important business documents. This also ensures utmost security and organized archiving for the documents.
- Reduced expenses – One of the major reasons why business owners prefer to set up a paperless office is that it helps them cut the operational costs to a great extent. If you are planning to continue the venture with hard copies of documents, you will have to purchase tons of ink, toner, print and paper and also bear significant amount of cost for the maintenance of the entire system. A paperless office helps you cut down all these costs. Moreover, you will also be able to cut down the cost of photocopier as the employees will be able to access and edit the digital documents and share those with others. The cost for physical storage space can also be eliminated with a paperless office.