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January 25, 2018

What Is a Paperless Environment – and Why is it Good for Document Management?

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If there’s one thing that can be a thorn in the side of any size business, it’s document management. With all the advancements that modern business technology brings, you would think there’s an answer to this challenge, too.

Well, there is – the paperless environment. But what is it? How does it work?

Your company’s document management problems can be resolved by transitioning to a paperless environment. Doing so, though, requires finding a partner that knows what they’re doing. With Sage Paperless Construction, you’ll be in the best of hands.

Harnessing Digital Tools for Increased Productivity

From purchase orders to bills of sale, to invoices to internal memos, physical documentation is subject to being misplaced, misfiled, or mistakenly disposed of.

Sensitive information that exists exclusively as hard copy can end up inadvertently destroyed – or even worse, in the wrong hands. Both customer and employee data contained in such physical form are potential gold mines for thieves looking for names, addresses, credit card numbers, or other personal details. Meanwhile, paper documents filed in a traditional manner are susceptible to fire, flood, and other acts of nature that could damage or destroy important records.

Additionally, the amount of time and money wasted in physical document preparation is astronomical. According to a Price Waterhouse report from 2011, it costs a company that receives around 100 pages of physical documents a day around 10 man-hours to file those physical documents properly. At just $15 per hour, that’s $150 a day – and around $37,000 a year – dedicated exclusively to handling pieces of paper. This doesn’t even touch on the ancillary costs such as copiers and printers or the maintenance of those machines – ask any office manager how expensive printer ink is if you’re unsure.

Addressing the Issues

In comparison, a paperless office is one that relies on digital document management as much as possible in order to eliminate the downfalls of having to rely upon physical copies. Going paperless means that this crucial data is protected yet still available when needed, either backed up to the cloud or stored on a hard drive and kept in a secure, physical location. This prevents not just destructive acts of nature but also damaging security breaches that could ruin lives and reputations.

Paperless environments also make it easier to retrieve information from electronic storage thanks to not having to spend time physically searching through voluminous filing cabinets. Pulling an important document at your desk while speaking to a customer or supplier on the phone in real time saves time and effort for everyone, ensuring that your business continues to function as efficiently as possible.

In Closing

Transitioning to a paperless environment is a key component of the document management strategy for any business. Making your important documents available to you at the click of a mouse increases productivity, provides for heightened security, and reduces office overhead that is reflected in your bottom line.

If you want more information on how paperless document management systems can help you, contact us today for more information.

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