There are still many business that keep using paper for applications, invoices and to keep different types of information. Managing efficiently this growing amount of paper documents needs a paper-based document management system. However, if we compare this method with digital platforms, there are a number of disadvantages to take into consideration before choosing the best way to keep your business information safe and accessible.
These are some of the difficulties of working with paper:
Lack of storage space
Paper documents can take up a significant amount of space, and the quantity of paper will increase day by day. Furthermore, documents will typically need to be stored close to hand so that they can be accessed as quickly as possible.
Regardless of size, for any organization is important to protect its data and other valuable assets. One of the biggest information security risks for businesses is paper because printed documents can be easily lost, mishandled or damaged while digital data could be encrypted and safely keep in hard disks or electronic devices.
Prone to damage
Manual documents can be easily damaged, lost, misplaced or stolen. A fire or natural disaster could mean the loss of essential information. If you don’t have any copies, once the files are gone, there is no way of getting the information back.
Transporting documents in a paper-based system is quite complicated, slow and inefficient. With a digital document management system in place, you can simply add attachments to an email and send information instantly.
If you want to make changes to a paper-based document, you will need to write all the content again. This will need to be repeated every time you want to make more corrections. You should make a copy of the original document to distinguish all the amendments that have be done.
One of the biggest drawbacks of paper-based document management systems is the associated costs. In addition to tones of paper, you will need more printers, photocopier, stationery and other office supplies. These costs add up and can become a significant expense in many organizations.
Limit communication and collaboration
When working with paper documents, collaboration is extremely difficult. If several department heads need to create a common document, they must have multiple copies printed, make all the necessary amendments separately and then share their version with each other before start working on the ultimate version. Digital document management systems allow users to collaborate in a way that is easily and fast. They can also track all the changes made.
Using more paper is bad for the environment and won’t help much to boost your company’s green credentials. Many of today’s employees want to work for businesses that prioritize sustainability and many consumers also prefer environmentally friendly alternatives so you do your best to attract and retain them.
Investing in a digital document management system will reduce the amount of paper you waste around the office and will increase the effectivity of your operations and productivity. It also offers a way for businesses to change their whole approach to data storage and management. Ready for the change? Does an electronic document management system sound like the ideal solution for your business?
DataScope is a platform which allows various industries to streamline, organize and evaluate the work of their field staffs thanks to online forms which provide real time indicators 100% adaptable to any field.