6. Email Management
Perhaps your staff is concerned that digital documents will just mean more emails. However, with simple email management strategies, there is no need for staff to spend tedious hours organizing, reviewing and deleting emails. Emails should be treated like any other type of electronic file and be immediately categorized into an appropriate folder.
7. Storage Costs
Paper files take up space and many organizations are forced give up their office space to file cabinets and boxes of documents. Paperless companies greatly minimize their need for storage space as a single hard drive, or the Cloud, can store millions of documents.
8. Improved Customer Service
Searching for files while a customer waits on the phone is not an efficient process. When digital documents can be found instantaneously by keyword search, customer service can greatly improve.
9. Improved Document Security
Paper documents are not as secure as you might think. It’s pretty simple to access file’s in an office, even if there are locks on individual filing cabinets, they are usually not hard to break. Electronic security systems that require passwords track when documents are accessed as well as who accessed them and exactly what changes were made.
10. Disaster Recovery Strategy
If your organization keeps most of it’s information on paper, the threat of fire or water damage should be a serious concern. Electronic documents can be easily backed up and stored offsite or in the cloud, keeping documents safe if a disaster occurs and allowing for quick recovery.