Companies and other institutions are officially required to have a paper trail for all their transactions. This is often a legislated requirement, and also essential in dealing with accountants and tax advisers. Until the introduction of modern computers, the paper trail entailed thousands of pages of paperwork, much of which was eventually thrown away. Office operations can now be made easier by making use of corporate document scanning, computer-based record systems and online document cloud facilities.
A paperless office makes administration much easier, and also saves time. Paper records might be misplaced or accidentally discarded. This is not possible on a computer hard-drive if the files have been backed up. Processing and sending paperwork electronically is faster than using hard copies. The quality of the documents is also higher, because nothing is lost in printing them.
A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.
The integrity of business documents is highly important. Documentation concerning legal matters is not allowed to have any errors or omissions and must be entirely legible. This may be hard to ensure if printers or fax machines are involved. Making a positive impression on clients is also about presenting them with high quality paperwork, so electronic systems are useful in that regard.
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 expense of a paper-based operation is partially eliminated by the introduction of paperless office techniques. Expenditure on stationery is reduced or almost entirely absent. Electronic systems also give workers more options in the processing and design of documentation, leading to easier branding and a more professional customer experience.
Companies should try to assess whether a paperless office is a better option for them. It enables staff to use less time to process papers and correspondence, and customers have a more satisfactory experience. Contemporary business practice is increasingly paperless, so it may be necessary to utilize this approach in order to stay up-to-date with other operators in the industry.
