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Transactions and other business processes require a paper trail. This is part of the law, and is also necessary for bookkeeping or tax purposes. In the past, this would have entailed the use and disposal of vast amounts of paper. However, the modern trend is to optimize office performance through the use of corporate document scanning, electronic document archiving and document cloud solutions.
Paperless office methods make running the office more efficient. It is possible to lose or mistakenly throw away hard copies of documents. This does not happen to computer files or back-up disks. Working with and transmitting paperwork on the internet takes less time than relying on paper copies. Electronic documentation is also of a higher standard because copies on screen haven't been distorted by a faulty printer.
The document cloud concept is based on websites that make storage space available to their subscribers. The latter's files are then stored on the site, and not on their physical premises. This is a safer method of backing up records than physical paper or disks, since the cloud archives cannot ordinarily be stolen, harmed or lost. A basic technique of backing up files in this way is to e-mail them to a specially created e-mail address.
Attention to detail is imperative in corporate documentation. Paperwork of a legal nature needs to be entirely accurate, and remain so even if it is sent to other people. Printing and faxing sometimes make this difficult. The quality of a company's documents has an impact on its reputation, so electronic systems guarantee a favorable impression.
Record-keeping is another function that is related to customer service. Customers hate being told that documents are missing or that their file has been damaged. Yet this often happens in the older paper-based environments. Computer archives have the ability to hold many records or extensive business information in a safer format that can be quickly searched and takes up far less physical space. The corporate image of the business is thus protected by its immediate response to administrative inquiries.
The stationery costs of paper-based methods are lower or practically absent in a paperless office. Computers also give staff more options in handling and producing documents. This makes branding more prominent and gives the organization a better professional image.
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.
Paperless office methods make running the office more efficient. It is possible to lose or mistakenly throw away hard copies of documents. This does not happen to computer files or back-up disks. Working with and transmitting paperwork on the internet takes less time than relying on paper copies. Electronic documentation is also of a higher standard because copies on screen haven't been distorted by a faulty printer.
The document cloud concept is based on websites that make storage space available to their subscribers. The latter's files are then stored on the site, and not on their physical premises. This is a safer method of backing up records than physical paper or disks, since the cloud archives cannot ordinarily be stolen, harmed or lost. A basic technique of backing up files in this way is to e-mail them to a specially created e-mail address.
Attention to detail is imperative in corporate documentation. Paperwork of a legal nature needs to be entirely accurate, and remain so even if it is sent to other people. Printing and faxing sometimes make this difficult. The quality of a company's documents has an impact on its reputation, so electronic systems guarantee a favorable impression.
Record-keeping is another function that is related to customer service. Customers hate being told that documents are missing or that their file has been damaged. Yet this often happens in the older paper-based environments. Computer archives have the ability to hold many records or extensive business information in a safer format that can be quickly searched and takes up far less physical space. The corporate image of the business is thus protected by its immediate response to administrative inquiries.
The stationery costs of paper-based methods are lower or practically absent in a paperless office. Computers also give staff more options in handling and producing documents. This makes branding more prominent and gives the organization a better professional image.
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 document management system, she recommends you check out www.Docufree.com.
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