Paper documents have always been a major part of doing business. Whether it’s signing contracts between you and your clients or employee paperwork from when you make new hires. The thing with paper documents, however, is that they can take up a ton of space in filing cabinets. Also, depending on your habits, they can quickly become unorganized.
There are several benefits to going paperless, and your organization can take steps toward making this happen through the use of great technology solutions.
The Benefits of Going Paperless
Here are some of the benefits to going paperless for your business:
- Protecting documents from being lost, stolen, or destroyed
- Improved security and privacy through the use of digital filing systems
- Greater access to important documents for both customers and employees alike
- Less wasted capital on paper, ink, and toner
- Less storage space utilized on-premises
- Ease of editing and sharing documents
Scanning Important Documents
While all of these benefits are great and can contribute to a more effective work process as a whole, it’s important to remember that, depending on how long you have been in business, you probably have a ton of documents that must be converted to a digital file format. One way to do this is by scanning files and converting them into a PDF file format. PDFs are great for accessibility, but they cannot be easily edited. Depending on the solution you are using, you can include fillable forms in your PDF documents that make them ideal for forms you might send to employees or customers.
Digital Signage Solutions
Digital signage solutions are perfect for finding an easier way to draw up things like contracts or consent forms. Basically, digital signage solutions allow whoever is signing the document to “e-sign” or electronically sign a document in much the same way they would if they were physically writing out their signature. Digital signage solutions can make sharing documents in this way easier and more efficient, smoothing out workflows and decreasing service time.
Cloud-Based Document Storage Systems
The real benefit of going paperless comes from the solutions that enable it, like a cloud-based document storage system. These systems give anyone with the appropriate permissions access to view or edit documents. Furthermore, documents stored in these systems can be searched for, meaning no more digging through filing cabinets when you need to find a very specific document.
4Corner IT can help your business take the appropriate steps toward a paperless office. To learn more about what we can do for your business, reach out to us at (954) 474-2204.
