3 Problems with Paper-Based Organisations and How to Solve them
There are endless amounts of problems with having a paper-based organisation including storage, accessibility, errors and limited collaboration. Luckily, there are solutions to that will save your company.
Storage and accessibility
The physical space paperwork can take up is significant and will only continue to grow as time goes on. The centralized office may no longer be able to hold all documentation and will result in storage in different rooms, building or locations. This will slow down accessibility thus productivity, result in damage or lost documents and increase storage costs. Depending upon where you are located, there may be minimum archive requirements before being able to destroy documents which projects years of costs. The average office spend $2,100 per year to maintain one four-drawer filing cabinet and it costs $220 to replace a lost document. Multiply this across the organisation and the cost is staggering.
When switching to a Cloud computing system, all of the company’s documents are housed in the one place – you just need to do is simply login. The cost of storage will reduce dramatically, as cloud storage is less costly than physical storage and all documentation is safe, meaning no document will be damaged or destroyed ever again. Search time will also decrease because there is the handy search bar available. Type in the relevant keyword, tag or file number and within a matter of seconds, everything you need will appear.
One of the largest problems faced by organisations is document errors. When documents are manually authored with pen and paper, they can be illegible and incomplete causing a negative flow-on effect. Editing becomes hard labour because changes need to be physically made or if completely illegible, a new document will need to be created. Information may need to be tracked down by other employees and with the time passed, they may have forgotten. Ultimately, this can result in incorrect documents with numerous errors and therefore affect the client and bottom line.
When using cloud computing software, there is a dramatic reduction in errors. All data inputted is 100% legible using the keyboard or drop down lists. There are options such as compulsory fields meaning that important data will no longer be missing. Editing becomes a breeze by just opening the document and adding or deleting text. In addition to this, all transactions made are recorded which gives a high level of accountability throughout the organisation.
Limited collaboration and double handling
Team collaboration on documents becomes challenging and time consuming when working with paper. Multiple copies need to be printed, all ending up with their separate annotations which then still need to be changed on the initial document. Once the initial document is updated, more copies need to be printed, approved and then filed away. This lengthy process slows down staff with their current workload, which there is no time for.
Collaboration becomes easy when using Cloud computing. Documents can be readily shared, updates are in real-time, changes can be tracked and all annotations can be made on the same document, then owned by users. This way of collaboration also gives an equal opportunity and higher levels of participation by team members.
Inefficient paper based systems costs offices thousands every year. It is time to digitize your organisation.