What Are Paperless Solutions?
Paperless Solutions are systems that minimize the use of paper and manages information electronically. By implementing these systems, companies can reduce the cost and environmental impact of paper use, as well as improve business efficiency.
Paperless solutions include cloud storage, digital document management software, and electronic signatures. They are also an ideal system for remote work.
With traditional paper-based systems, paper documents need to be carried with you, limiting your location and time. However, with paperless solutions, documents can be digitized, facilitating remote work.
This system will become increasingly important for companies in the future because of its various advantages, such as reducing environmental impact, improving work efficiency, and promoting remote work.
Uses of Paperless Solutions
Paperless Solutions replace order forms, invoices, contracts, and other documents that were previously exchanged and stored on paper with electronic files.
1. Document Management
Companies and organizations generate a large number of documents, which are time-consuming and costly to store and manage. With the introduction of paperless solutions, you can manage them mainly through electronic documents, enabling smooth business operations.
2. Contracts
With paperless solutions, contracts can be managed electronically. It enables document history management and signatures using electronic signatures, which is expected to speed up and streamline business operations.
Principles of Paperless Solutions
Paperless Solutions are systems that assume that documents and forms are created in electronic files. In this system, attribute information such as title, creator, and file path is added to the created electronic files and managed separately in a database. Access rights are also managed in the database to prevent leakage of confidential information and unauthorized access.
Documents and forms created on paper in the past, as well as faxes received from business partners, can be digitized and managed in the same way using a scanner.
Features of Paperless Solutions
Paperless solutions make it easier to manage information by handling all documents and forms in electronic form.
Advantages of implementing a paper solution are as follows:
- Improved searchability through database construction eliminates the need to search for necessary information.
- Information sharing with a large number of people or with remote
- Locations such as teleworkers becomes easier, and tools such as online storage and web conferencing are now available.
- It is possible to link with other systems such as business management and inventory management, and it is easy to build automated processing mechanisms to improve operational efficiency.
- Conventional paper-based media require paper and ink for printing, mailing and faxes for communication with remote locations, manpower, storage space, etc. These costs can be reduced.
- The risk of lost or stolen documents is reduced, and security is increased through encryption and electronic signature technology.
In addition, in order to introduce and promote paperless solutions, it is important to convert past paper documents into electronic data, integrate it with existing paper-based systems such as fax machines, and deal with stamps and signatures related to decisions.