DocuWare – your easy transition to a paperless office
The world is going paperless, at least that’s the message we see every day, but the chances are you are still tied to paper-based processes and you probably have paper documents right next to you as you read this.
It’s a shocking fact that only 18% of companies today can be considered truly paperless. What most companies are unaware of – or try not to think about – is the number of BIG problems associated with using paper. Handling paper is cumbersome, impedes productivity, reduces operational efficiency, and costs companies money — and a lot of it.
So is it really possible to replace those physical documents with something more reliable, and secure? With DocuWare it is, and you can join the hundreds of businesses who are making the paperless office the core of their digital transformation.
One study estimates that the time wasted from processing paper costs organisations close over £16,000 per knowledge worker per year, and it doesn’t end there, read more to see the full extent of what relying of paper-based processes could be costing your business:
- What are the disadvantages of paper-based processes
- What are the benefits of a paperless office
- How your organisation can become paperless in less than 90 days
Get your FREE ebook – Your guide to a paperless office in just 90 days
How Twofold helps you go paperless
Twofold is partners with DocuWare, the leading document management software for small and mid-size businesses seeking best-in-class paperless solutions. With over 12,000 customers and 500,000 users, DocuWare has the experience and technology to deliver digitisation and automation tailored for your team.
The disadvantages of paper-based processes
Paper-based systems increase your costs, slow down workflows and create potential security risks.
The cost
According to a Gartner report, companies spend between 1 to 3% of their revenue on office printing. That’s without the additional filing, shipping and storage of documents, not to mention the cost of the paper itself.
Wouldn’t you rather your employees were spending their day on more valuable, productive and rewarding tasks? Very few of us relish the task of filing mountains of paper and manually sorting documents, and it could be costing your company thousands of pounds for them to do something they’d rather not do.
Security
A US report to Congress revealed that paper records account for 62% of data breaches in companies of over 500 employees.
Although we are all used to paper processes, this really shouldn’t come as a surprise. Unless you have digital back up for your paper processes, you are at risk from these security breaches, and that opens you up to theft, fraud, and prosecution. Alongside that, you have the dangers of data lost to natural disasters such as floods and fires, and these can have a drastic impacy on any business.
Workflows are impeded
That wasted time you spent handling paper coul be directly responsible for a loss of productivity of over 20%. That causes stress and strain to employees struggling to manage daily tasks, and keep on top of workflows – which will have a knock on effect to subsequent departments causing frustration and possibly even more financial losses.
This creates a “document disconnect,” resulting in prpblems as documents move between business functions such as procurement, accounting, sales, and human resources (HR).
Benefits of a paperless office
Just three of the key benefits of going paperless
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Reduce your operational costs
Storage costs
There’s no longer a need to purchase filing cabinets or use valuable floor space to store paper or keep hard copies for future reference
Copy and printing costs
With digitization, you don’t need to create multiple copies of a file for distribution around the office. You can use a digital document management system to store one copy in a central place, for easy access
Business process costs
Because you’ve transitioned from manual to automated workflows, you streamline business processes and reduce costs. For example, optimizing workflows can lead to faster payment collection and a reduction in purchasing costs
Security costs
Securing your data to multiple locations is easy and inexpensive. Recovering that data is even easier, with no impact on business continuity
2. Regain productivity time
Easy storage and access
When content is stored centrally and correctly indexed, it’s easily accessible. Employees won’t have to waste time searching for those files and can quickly share information across your organization.
Easy access and the ability to share documents rapidly, speeds up processes and contributes to time gains in crucial processes such as invoicing, employee onboarding, and collections. For example, you can speed up automate invoice processing by automatically linking related documents like purchase orders, bills of lading, contracts and more.
You can also save time by integrating applications. For example, by integrating document management systems, invoicing, and customer relationship software, you’ll avoid siloing tasks and ensure the smooth flow of information.
3. Improved security and compliance
Secure your data
Securing your data is in your best interest. If you don’t, you risk losing business-critical information that can have a negative impact on business continuity and client relationships.
Digital systems let you work in a safer and more secure environment: You’re better protected from security breaches due to document and communication encryption, and can control who has access to specific files.
Maintaining compliance with GDPR is also far easier, and you’re better prepared should disaster strike: Multiple and secure redundant backups help you effortlessly recover data.
Get your step-by-step guide to going paperless in just 90 days. If the information here has opened your eyes to the possibilities of a paperless office then the next step is to follow the guide to transform your processes.
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