For over 3 decades, the computerization of company systems had achieved an important goal: freeing offices from paper documentation, moving to the digitization of information
Although paper documents are an integral and basic part of the daily management of any business activity (and not only), they still represent a tool that is not only unsafe, but obviously expensive, especially if we refer to the conservation phase of the same documents. Every day the quantity of paper will increase more and more and with it the problems to be faced to guarantee usability and integrity increase:
- increase in costs and also in waste in order to guarantee adequate storage space for hard copies of all documentation;
- slower times for retrieving and consulting documents, especially if they are kept in dedicated environments or even, for reasons of space, in places other than the workplace;
- greater risks related to the loss or possible theft / theft / destruction of paper documents and archives;
- always high risk of errors in entering and managing data and information which, many times, must be copied from paper.
The paperless bet to reduce paper documents
In light of all this, more and more public and private companies are betting, this time in a more convinced way, on digitization and dematerialization of all possible documentation. The more or less widespread use of smart working during the Covid-19 pandemic has given an important acceleration to this phase. In fact, it has become unthinkable for companies that carry out all (or part) of their business through employees and collaborators in smart working, just to imagine being able to manage paper documentation that is not produced within their offices.
If you too have a company or manage a business that is currently using smart working and want to have more control and direct management of company documentation, then discover the digital systems and processes from a paperless perspective that could be right for you.
There are so many and important advantages deriving from the use of sistemi paperless, but it is enough to focus attention on the main benefits to realize how the transition to dematerialization is not only urgent, but fundamentally necessary also in light of the change in the work we are experiencing.
Having digitized data available allows them to be exchanged in a rational way between the various production departments, offices and operators, without any waste of useless time to first materially search, and then deliver, one or more paper documents. The availability of information in real time, practically updated instantly for everyone, allows you to make right and timely decisions to deal with any change in orders from customers or requests to be made to suppliers.
The dematerialization of data also allows you not to have to deal with several copies of the same document which, among other things, can be accessible at any time even by personnel not physically present in the offices or at the company headquarters.
As already anticipated, the adoption of paperless digitization systems allows for faster reaction times for every type of need. Just think that the documents can be immediately available. Every production process, every single company activity and every operator is able to guarantee greater speed and safety based on certain data that do not give rise to doubts and are not open to interpretation to understand what a certain type of document refers to.
Thanks to paperless digital data, it will be possible to count on different types of automatically generated reports that cross data from different sources and make them easily and readily usable. In the past, the reports, in addition to requiring a lot of time to produce them, due to the need to search for paper sources in the archive, generated further paper documentation which, in turn, needed to be verified and appropriately stored.
By eliminating all paper forms that require manual compilation, each individual operator will be able to devote more time to other activities that are certainly more productive and profitable.
The most important paper documents are usually kept under lock and key and in places accessible only to certain people. However, the need to consult documents leads to the need to allow access to different subjects with obvious security problems. With paperless systems, digital data can be stored in multiple “virtual places” where it can be consulted thanks to different levels of access. Furthermore, the dematerialization increases the security of the data itself and its immediate recovery in case of accidents.