Paperless Office Software | Sohodox
by Pooja Chauhan Freelance Professional You are a successful small office owner. You have hundreds of loyal customers whose paper records you need to create, store and track. Every day, you end up spending a few hours of your precious time just managing paper. You cannot catch up any more. So you hire an assistant – and of course pay her salaryAll goes well up to
a point, after which all those bulky files become too unwieldy even for her to
manage, and she vents out her frustration… So is there a way out? A solution
that not only takes care of your customer data, but also saves time for you, so
you can use it in more productive activities? Yes! And the answer is in having…
What is a paperless
office?
A paperless office
is an office where information is created, stored, processed and shared in
electronic form. A paperless office gets rid of all forms of paper by
converting them into digital documents. This can be done by investing in a
scanner and document management software (DMS) – the two main components of a
paperless office.
A scanner captures
and converts paper documents into electronic form. The electronic documents can
then be managed and retrieved using document management software.
In a real-life
situation, the goal of a ‘paperless office solution’ can be difficult to
achieve. Nevertheless, document management software systems make it easy for
organizations to move to a ‘less paper’ system.
Benefits of using
paperless office software
Converting all
documents to a digital form brings with it several benefits…
Save office space:
Scanning paper documents and storing them digitally saves office space,
allowing you to use expensive office real estate in a better way. In some
cases, it may even be possible to eliminate warehousing costs completely.
Secure workspace:
In a paperless work environment, all activities are computerized. This means
users need to be authenticated to the DMS and sometimes require special
permission to access the information. This translates into a more secure
workspace.
Disaster recovery:
With a paperless office software, it is much easier to take multiple backups of
the entire digital library, thereby safeguarding the business against natural
and other disasters.
Remote access
possible: Some document management systems allow you to remotely access your
important electronic files, ensuring that even if you are outside your office,
you can carry on working. This means you can complete your work faster,
resulting in higher productivity and lower turn-around times (TAT).
Data protected: As
paper documents are scanned and converted to a digital format, the data they
contain is no longer exposed to adverse weather conditions or wear and tear
caused by frequent handling.
Eco-friendly: A
paperless office software, helps to cut down the dependency of paper in an
organization. It helps save trees and can reduce a lot of air pollution by
reducing the demand for paper. So the next time you scan a paper document or
decide not to print an email, you can be sure that you are doing your bit
towards making your surroundings healthier.
How can I make my
office paperless?
You can move
towards a paperless office environment by getting a scanner and document
management software. A DMS with OCR (Optical Character Recognition) is an added
advantage. Powerful document management software brings with it several
features, like:
Capture and
creation of documents
Searching and
retrieving documents
Filing
Archival
Security
Sharing documents
Workflow
While Sohodox
paperless office software allows you to do most of these tasks; if your
business processes demand enhanced security, workflow features and support for
high-end databases, try out Globodox – our enterprise-grade document management
solution. If you do not need these advanced features, then the paperless office
software by Sohodox should be just right for your office.
So start moving to
a ‘less paper’ office!
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Created on Apr 12th 2021 01:37. Viewed 110 times.