Why do companies choose to go paperless?
Companies use document imaging systems to convert paper documents into digital format. Of course, all companies choose to go paperless for different reasons. Oftentimes there is a particular challenge that needs to be solved- such as providing numerous people simultaneous access to a single set of documents. Other times, a combination of factors come into play - such as convenience, cost savings and better operational control.
Digitizing documents allows instantaneous access to documents throughout the organization - for example, access to client contracts by the customer service department, the sales department and the billing department. If permitted, users may also access documents remotely while outside of the office.
Digitizing also improves document search capabilities - for example, the ability to search for and quickly aggregate all documentation related to a particular vendor including invoices, contracts, correspondence, etc.
Efficiency and Cost Savings
Going paperless requires scanning documentation upfront, but it results in many efficiencies as well. It reduces manual filing and retrieval activities and frees up employees to focus on value-added tasks rather than administrative tasks.
Digitizing also frees up storage space and reduces costs associated with shipping/mailing documents among company facilities.
Control and Compliance
Converting to digitized documents can also improve compliance in a number of different ways. It allows the creation of a master repository for all corporate documents, eliminates "silos," and reduces the likelihood of lost or misplaced documents.
Most document management systems offer better control through customizable user access rights, workflow programming and activity tracking, allowing companies to control the flow of documents and keep an auditable history of what was done, when, and by whom.
And for vital records, digitizing makes it easy to make backup copies for disaster recovery preparation.