The paperless office, once considered a futuristic idea, is now simply within reach! With advances in modern document archiving technology, you can keep your documents safe and secure. As businesses evolve, they are moving away from traditional paper-based systems and embracing digital solutions to streamline processes, increase efficiency and reduce costs.
The benefits of paperless offices are many. First, the hassle of storing and managing physical documents is minimised, freeing up valuable office space for businesses. Secondly, digital documents can be easily accessed and shared regardless of location. This enables online collaboration and increases productivity. Paperlessness also promotes sustainability by reducing the environmental impact by minimising paper waste and the need for excessive printing. In addition, a paperless office is also highly relevant for ESG (environmental, social, and governance) certification.
With the introduction of a paperless office, businesses can take full advantage of modern technology to optimise their operations. DocIT a digital document library, which can save 20 to 40 hours of work per month, depending on the size of your organisation. So building in some level of paperlessness is also a great way to reduce your administrative burden!
Steps to a paperless office
Achieving a paperless office is not a sudden change, but a gradual transition. Here are the first steps to get started.
1. Choosing a digital document library
The first step to a paperless office is choosing the right digital document library. It's important to choose a solution that meets your business needs and stores confidential documents securely. The DocIT digital document repository developed by DWS Digital is a great example of a reliable and efficient solution. DocIT software makes life easier for both businesses and accountants, saving significant time and money for both parties. Time spent on the administration of financial documents can be saved, as DocIT's unique AI module with OCR technology extract and search the content of documents!
Invoices are automatically matched with NAV Online Invoice data. DocIT is also an interactive platform for accountants, administrators and senior managers. Smart messages, notification settings and tagging options allow for quick communication.
2. Digitisation of existing documents
The next step is to digitise existing paper documents. This may involve scanning and digitising documents and transferring them to an electronic database. Digitised documents should be uploaded to the digital document repository for easy access. Depending on the volume of paper documents, it may be worth considering outsourcing digitisation. For one client, DWS Digital's specialists digitised and organised into a database a flow of documents up to the height of the Eiffel Tower in three years! This is the volume of documents that should be processed with industrial solutions.
3. Introduction of electronic authentication
Authentic digital conversion enables the archiving of documents in their entirety, as legally valid records. Electronic signature and authentication is an important step towards a paperless office.
4. Transforming paper-based processes
To achieve a paperless office, paper-based processes need to be transformed into digital processes. This could include the use of electronic forms and reports, the introduction of digital signatures, archiving processes and the use of online project management platforms. A digital document repository also provides the possibility for sharing and editing documents. In a modern document repository such as DocIT, documents relating to a single economic event can be linked together, making digital documents highly searchable.
The future of the paperless office
Paperless offices are becoming increasingly popular among businesses because of the many benefits they offer. It frees up office space, increases efficiency and reduces costs. It also contributes to sustainability by reducing paper use.
As the paperless office continues to evolve, new technological developments are expected to enter the picture. The use of automated workflows, artificial intelligence and blockchain technology could lead to further improvements in the efficiency and security of paperless offices.
A paperless office can therefore be an important part of not only the business of today, but also of tomorrow. Digitalisation and paperless processes are becoming more widespread and increasingly expected by businesses to increase business efficiency and sustainability. The paperless office is a real revolution in business efficiency that is worth exploiting.
The DocIT system developed by DWS Digital is a great first step towards a paperless office. The system enables digitisation, storage and easy access to documents, as well as backup and online collaboration. If you want to make your business more efficient, consider DWS Digital's DocIT system!