Today’s world are becoming paperless office. Paperless office is very beneficial for the organisation because it help organisation to maintain their documents, reduce the cost and space to maintain the documents in the files . It is a modern approach to maintain their office and eliminates staff which deduct in the cost. Paper office is now a days not much useful because in these days most of organisation using paperless office. Paper office is taking time and papers are worthless after sometime.
A paperless office, also called a paper-free office, is a work environment which uses minimal physical paper and instead uses primarily digital documents. A paperless employee is a worker who has eliminated or greatly reduced the use of paper in the workplace. The process of converting paper files into electronic files is known as digitization.
The idea of an entirely paperless office has existed since personal computers became the basis of the modern workplace. Despite the prevalence of electronic documents and email, most organizations still rely on paper documents. There are many benefits to going paperless, from saving resources to boosting security. Yet from handouts at meetings and HR onboarding documents to receipts, many business processes still revolve around paper.
Benefits of Going Paperless
Save Time
Time spent filing, organizing, and searching for paper documents is time that could be spent on more productive tasks. Digitized documents are stored in a central repository, which is basically a well-organized digital filing cabinet where all of your documents live. Using a digital document management system you’ll get to harness the same powerful search abilities that you’re used to using on Google. This means employees can find files at the click of a button, much more quickly than the laborious, manual process of searching for a specific file in a buried folder. Employees are able to use this extra time on revenue – generating projects.
Saves Money
Going digital improves process efficiency, saving you money. Paperless offices can process a much larger volume of paperwork compared to traditional offices in the same amount of time.
Further, digitization reduces money spent on paper, printers, ink, postage, office space for files and employee time to manage paperwork. The savings on employee time become especially valuable in regards to regulatory audits and repetitive, high-volume tasks like expense reimbursements.
Saves Space
Paper takes up a lot of space – as do filing cabinets and space to store those filing cabinets. Books and bookshelves are bulky, too. What’s worse, paper keeps piling up, oftentimes accumulating more quickly than it can be sorted and organized. This is particularly true of industries that have long mandatory retention periods for paperwork like the financial industry.
Digitizing files allows you to store all documents either on an on-premises server or in the cloud. Digital file folders in a repository require much less space than a physical records archive.
Eases Transfer of Information
Document management software offers a simple process for saving documents. The software easily compiles digital documents using scanners, mobile capture using a camera on a phone or tablet or importing any file type (.docx, .pdf, image files). Many commonly used applications, like Microsoft Office and Adobe Acrobat, integrate with document management systems and have native plugins which allow you to file your document into your content management system with just one click.
Promotes the Environment
Manufacturing paper products produce greenhouse gases, causing deforestation and global warming. Recycling can offset some of the environmental impact, but not by much. Most paper eventually ends up in a landfill. Further, ink and toners contain volatile compounds and non-renewable substances which are damaging to the environment. It is much more sustainable to simply reduce paper use altogether by switching to a paperless office.
Boosts Security
Physical documents are hard to track – reams of paper can get lost, misfiled or destroyed without anyone noticing. It can also be difficult to monitor the access, printing and copying of sensitive files.System administrators can set-up granular access rights, which assign permissions at the document level (e.g. settings based on the type of document), user level (e.g. settings based on person’s job function), or system level (e.g. overarching security for all data in the system).
The security benefits of a paperless workplace go beyond access rights. Implementing document management software also allows organizations to leverage electronic signatures, redact confidential information, create audit trails and more.
In paper office , these systems are followed:
Paper documents: Difficult to track changes when collaborating on a document.
Newspapers, Books and Magazines: News quickly becomes outdated. Message constrained by word space and page count.Each new book takes up more space.
Mail and faxes: Constant maintenance required to organize and find documents, especially really old ones. Easily misplaced or damaged.
Printed Maps : No way to factor in traffic, road closures and other barriers. Becomes out-of-date.
In Paperless Office, these systems are followed:
Digital Documents: Seamless electronic transfer between individuals and departments. Easy to track changes and records comments using “Track Changes” feature.
Email: Easily searchable based on content and metadata.Access from phone or browser. Archived forever. Even in the event of a deletion, can potentially be recovered.
Media , Websites and ebooks: Immediate access to content
Message not constrained by space
Real-time updates and amendments and 24-hour news cycle.
Waze, Google Maps and Navigation device : Reacts to traffic to maximize route efficiency and gives an accurate estimate of arrival time. Updated regularly to ensure accurate navigation.
These systems are followed by paper and paperless office.
| The Path of Digital Transformation |
Deciding to make the move from paper to paperless is part of a larger process called digital transformation.
There has five key step to completely digitized workplace:
Digitize : Convert all documents from paper to digital.
Organize : Categatized documents in a central electronic filing cabinet.
Automate: Digitize business processes using forms and workflow.
Streamline : Take a high – level view of business processes to identified bottlenecks and opportunities for mere efficiency.
Transform : Use advanced analytics to turn data into insights in how to make your company even more efficient.
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