The myths around the Paperless Office that make SMBs worry when seeking the right software system

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Published: 03rd June 2013
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It's undoubtedly interesting that in a time of great technical evolution, we often don't think twice a second when you are purchasing some cool technical piece of equipment, which actually won't provide us any economic benefit in exchange; but we're pretty unwilling to invest our money on technology that has already shown its benefits.

This particular pattern also applies to small and medium companies, which typically show an averse mindset with regards to innovation, and therefore are not wanting to adjust their established, paper-based process to a new document management software geared towards a paperless office.

The idea of the paperless office basically refers to the means of transforming just about all paper documents into a digital format. This is certainly difficult to envision in a world in which paper is the traditional approach of correspondence in almost all companies. Years ago, 1000s of organizations began to digitize their files: invoices, delivery notes, work reports, etc. Regardless, they more often than not also kept a paper-version of all those papers, given that the digital format had no legal support. This signifies that these firms not just simply stored two data formats of precisely the same documentation, in addition they doubled their work load. Practically, the technologies that facilitated the digitization methods lost most of their appeal, and office buildings slowly turned out to be deposits of enormous amounts of paper, located in folders or simple boxes. This not simply meant firms were looking at a problem of capacity, but finding a document was also like searching for a needle in a hay-stack.

Fortunately, nowadays, a great number of organizations are presently striving to function according to the principles of the paperless office, but the concept hasn't been implemented on a large scale yet. Many organizations, usually SMBs, are quite not wanting to put into service an acceptable document management system, and their doubts tend to be backed up by diverse kinds of misconceptions around the purpose of the paperless office.

Widespread Paperless Office Software Myths

- The software is tedious to operate. Normally, the first ones to utilize the innovative new document management software may very well be individuals, which generally look at the new computer system with caution. In the end, they happen to be working with papers for a long time, and they feel secure and safe employing traditional means of functioning. But nevertheless, the truth is that most professionals change opinion before long, when they find a document in just some seconds and discover on their own how fast and simple it is to locate a document with their company's brand-new document management software.

- Electronic management of documents is much less secure than paper-based processes. Dealing with access to confidential paper documents is merely possible through the use of controlled access to the locations where these documents are located. This implies that everytime an employee must have a specific document, he or she will ought to be given access to these different places. Put differently, a large number of files and documents are accessible to practically all the employees. With an adequate document management system, however, safeguarding is highly improved, as document access control is administered via user roles and hierarchical permissions. For example, a special group of staff members can view a document yet not edit it, whereas another group is qualified to read and modify this same data file.

-The primary advantages of an effective document management application are mainly long-term advantages. As showcased by organizations that have already taken the steps towards the paperless office, after changing document-based processes for electronic processes, the benefits when considering cost savings, boosted performance and efficiency are instant. Besides this, the expenditures concerning paper and space is enormously cut down.

- To go paperless, you need to eliminate all paper from your business. This myth is inaccurate. Among the biggest goals of any organization taking the road towards the paperless office is cutting down paper usage to the highest possible, not eliminating paper entirely. Moreover, when paper consumption is reduced, the correlated expenses are also cut down, but a enterprise frequently gains most added advantages from handling digital documents and automating its document processes. Lastly, there is also the indisputable fact that regulations will always oblige firms to preserve a paper version of selected documents.

Closer to the paperless office

Paper documents are still the main method of communication for a large number of enterprises, but it looks like those documents are progressively disappearing from work places, to make way for digitized documents. Actually, creative companies that have already started digitizing their documents with an adequate document management software solution at this moment seeing the rewards from their resolution. They surely have significantly more free room space, easy document searches, hierarchical organization of business documents, specified user rights with regard to access, management and retrieval of delicate data files, considerable cost cutbacks in connection with paper waste and storage, boosted productivity and more eco-friendly processes.

Overall, we are still in a cycle of change and progress, and it should take us some time to truly have the opportunity to talk about our paperless office.

Innovating with Document Management

In summary, drastically cutting down on paper in working environments isn't actually an unreachable dream anymore. It's actually not a simple utopian illusion, but it is within our grasp, on a worldwide scale. It only calls for both business executives and workers to rise above their resistance to renew and choose a document management system. When they do, the results and positive transformation in their ways of carrying out work will be such that they will certainly never desire to return to their outdated ways.

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