One of your New Year’s resolutions should be to go paperless. The past 12 months have been anything but smooth-sailing, especially for businesses, thanks in large part to the coronavirus pandemic. Investing in paperless solutions such as a document management system (DMS) is an excellent way to cope with 2020’s aftermath and enhance your business’s resilience to challenges that may arrive in 2021.
Why should you invest in paperless solutions in 2021?
A major bulk of the challenges your business will face in the next months will be aftereffects of the events of 2020. You need to go paperless for the following reasons:
1. To save money
If you want to conserve resources, a good way to do so without compromising quality or stability is to stop costly procedures in favor of cost-effective alternatives. Take paper-centric processes, for example. Rather than spending on printing, storing, and shipping paper documents, you can go paperless and save a lot of money.
Instead of using paper documents, paperless solutions use electronic files that you can easily store in cloud servers or dispose of when they’re no longer needed. Transmitting them is as fast, easy, and cheap as clicking a few buttons. Furthermore, you can make as many backup copies of these files as you want without spending a single cent.
2. To improve efficiency
A DMS is an automated solution. When configured properly, it can complete entire workflows that span data capture, data entry, organization, and storage. You may even set it up to match various documents to verify data. A DMS minimizes the risk of human error, which is common when data is manually transcribed.
In 2021, your company needs to be as efficient as possible. Automating repetitive and error-prone steps in your processes will help your staff accomplish their tasks faster. It will also leave them with enough time and energy to focus on activities that offer greater value to your organization and its customers.
3. To increase security
Fraudsters and data thieves will likely remain a threat to any business in 2021. Going paperless will bolster your defenses against them by keeping your data out of reach and unusable by malicious parties.
Paper documents are prone not just to damage, but also to theft. If they land in the wrong hands, the data they contain can be easily extracted and utilized for fraud. Electronic documents, on the other hand, can be stored in the cloud under multiple layers of protection, including multifactor authentication, firewalls, and encryption. What’s even more reassuring is that these measures are continuously being refined to protect against evolving and increasingly sophisticated threats.
4. To enhance flexibility
Remote working became a common practice in 2020, as people stayed at home to slow down COVID-19 contagion. There is reason to believe that the practice will remain even after the virus has been dealt with.
Paper-centric processes will prove to be impractical — if not impossible — even with a partially remote team. Sending paper documents from one location to another is both downright expensive and risky. In contrast, electronic documents can be sent via the internet within seconds, practically at no cost. Moreover, with solutions like virtual private networks and encryption, your data can be transmitted with minimal to no risk of being intercepted or stolen.
5. To be kinder to nature
For many, 2020 has been a year to reflect on humanity’s impact on nature. Going paperless is an opportunity to become a better citizen of the world without compromising your business’s outcomes.
Just think about it: with paper-centric processes, your business uses up thousands of sheets of paper every year. Even though it’s possible to recycle paper, just a small percentage of the paper on the market is recycled. This means that you’re likely contributing to forests being cut down for paper production.
Going paperless reduces the amount of paper you use, and your business is all the better for it. And when your vendors and customers see for themselves how paperless solutions benefit your organization, they become more likely to make the move themselves. Going paperless is one small step, but it’s a step in the right direction.
PairSoft offers paperless solutions that help users maximize their efficiency and data security. With our products, our customers are better equipped to overcome challenges they will face in 2021 and beyond. Discover how we can help streamline and strengthen your business by scheduling a free personalized demo today.