In business, it is important to maintain records on paper of all processes and transactions. This is usually required by law, as well as accounting or taxation procedures. Previously, this would have used up enormous quantities of paper. Nowadays, offices streamline their operations by using corporate document scanning, computer storage and document archiving, and document cloud websites.
A paperless office makes administration much easier, and also saves time. Paper records might be misplaced or accidentally discarded. This is not possible on a computer hard-drive if the files have been backed up. Processing and sending paperwork electronically is faster than using hard copies. The quality of the documents is also higher, because nothing is lost in printing them.
A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.
Accuracy in corporate paperwork is very important. Legal contracts or other papers require absolutely perfect printing and faxing, which is not always a possibility. The quality of documentation generally is linked to the impression that a business makes on the public, so electronic media ensure the best possible presentation.
Archiving is also important to customer satisfaction. No-one likes to be told that their file is missing or that important papers have been lost or damaged. This is a common occurrence in older, paper-based systems. Electronic archiving can contain thousands of records or several years of paperwork, in a form that is easy to access and search and that fits on the desktop. The professional image of the organization is maintained by the swift and accurate resolution of administrative queries.
Stationery as a budget item is reduced or almost removed through the use of paperless office methods. Computer software presents employees with many more possibilities in putting together documents, so that the company's brand and service to its customers are easier to emphasise and promote.
Modern businesses should consider switching to a paperless environment. Besides the money that is saved in this way, customer satisfaction is increased and staff spend less time on paperwork and correspondence. Paperless offices represent the business model of the future, and it is better to adopt this strategy sooner rather than later, as it becomes harder to interact with customers and suppliers who already have.
A paperless office makes administration much easier, and also saves time. Paper records might be misplaced or accidentally discarded. This is not possible on a computer hard-drive if the files have been backed up. Processing and sending paperwork electronically is faster than using hard copies. The quality of the documents is also higher, because nothing is lost in printing them.
A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.
Accuracy in corporate paperwork is very important. Legal contracts or other papers require absolutely perfect printing and faxing, which is not always a possibility. The quality of documentation generally is linked to the impression that a business makes on the public, so electronic media ensure the best possible presentation.
Archiving is also important to customer satisfaction. No-one likes to be told that their file is missing or that important papers have been lost or damaged. This is a common occurrence in older, paper-based systems. Electronic archiving can contain thousands of records or several years of paperwork, in a form that is easy to access and search and that fits on the desktop. The professional image of the organization is maintained by the swift and accurate resolution of administrative queries.
Stationery as a budget item is reduced or almost removed through the use of paperless office methods. Computer software presents employees with many more possibilities in putting together documents, so that the company's brand and service to its customers are easier to emphasise and promote.
Modern businesses should consider switching to a paperless environment. Besides the money that is saved in this way, customer satisfaction is increased and staff spend less time on paperwork and correspondence. Paperless offices represent the business model of the future, and it is better to adopt this strategy sooner rather than later, as it becomes harder to interact with customers and suppliers who already have.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about enterprise paperless office, she recommends you check out www.Docufree.com.
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