The paperless office is a great thing but for many people it remains an unrealized dream. Going paperless helps you save money, save time, save paper and save the environment. Going paperless sounds like the only way forward but sometimes it’s not so easy to implement. Trying to convert your business to electronically storing documents, and managing correspondence and orders without paper is easier said than done on your own. For paperless solutions, that’s where document imaging software comes in.
Common impediments to a paperless business include the sheer volume of paperwork currently filed in filing cabinets, employees’ desks, cardboard boxes and in stacks in the distribution center’s inbox. How do you convert all those documents into electronic form? Document imaging software is the solution for just about anyone who doesn’t want to go it alone and devise a system for filing and a method of collecting all the documents together in one place. Options for digitizing documents range from basic software for scanning to advanced, almost automatic, document capture.
Another reason more people don’t go paperless is the need to sign printed documents and the high use of paper forms. How can your business do without signatures? You don’t need to. Customers and employees can still fill out forms without printing them. You can create and maintain electronic forms that are totally secure and are managed without your intervention. Electronic forms can be devised to fill in the data you need automatically – a useful solution for HR and accounting departments. When you need to get important documents approved in a set process – often involving a number of people – paper is the traditional way to go. But with digital document management you can route documents through the proper channels without it setting eyes on a printer.
Document imaging software allows you to scan documents and store them digitally in a system that suits you. You can then search more effectively for the documents you need. You can also more easily read the documents and electronic storage allows for easier editing and document manipulation. Searching is easier with electronic filing systems as you can set many tags on each file to make sure they are found by the people that need them. Setting security on documents means a safer business environment. Send forms and contracts to customers without losing time in the mail. Get approval on documents without having to print the same papers five times. Save money by reducing paper and ink costs, and do your bit for the environment by recycling all your old paper documents and by not adding to the paper mountain in the future.
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