How to Create a Paperless Office by Digitizing Processes with dox2U?
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Digitization has forced companies to leverage the power of automation within their organization. For better productivity, improved workflows, and overall organizational growth, companies are going paperless, which is an inalienable part of automation.
However, it remains a challenge to eradicate the traditional measures of management and replace them with something easy and contemporary like a DMS.
To be precise, the following are the challenges that companies face largely while implementing the paperless arrangement:
- Training the workforce habitual of using traditional measures like storage cabinets for paper-based documentation.
- Creating digital archives of old documents and files.
- Choosing a suitable and cost-effective alternative to avoid paying hefty infrastructural and hosting charges.
- Security concerns regarding confidential information.
- Lack of knowledge regarding the admissibility of digitized documents as evidence.
These challenges don’t just keep companies from taking a step further but also limit their growth and prevent them from unleashing their true potential.
But what are some other reasons companies are choosing to go paperless? Let’s see!
4 Reasons going Paperless in 2022 is a must for Businesses:
Saves Time
Have you ever recreated a document because you could not retrieve the original version that you stored?
Well, you are not alone because, statistically, it takes around 18 minutes for a worker to retrieve a single document, and 46% of employees find it challenging to find the documents they need instantly.
That’s not it. 86% of the employees prefer recreating an existing document over finding it since it takes more time.
Clearly, paper-based documents consume a lot of your workforce’s time which they can instead spend on value-adding tasks such as strategizing and researching.
By switching to a DMS that can help companies automate their processes and digitize paper-based documents, they reduce the burden on their employees, further improving their efficiency.
Improves security
Paper-based documents are prone to catastrophic damages. They can catch fire or get stolen, putting you in unavoidable legal and financial trouble.
Digitization helps you avoid such situations. Moreover, it helps you automate the regular operations of your business and keeps your company’s confidential information from getting into the wrong hands.
Cost-efficient
Though stationary costs add up to your business’s overall overheads, we are not highlighting that here. Businesses spend a lot of money storing piles of these paper documents.
Pharmaceutical manufacturers and law firms outsource the storage of their paper documents to save up office space, which costs them a lot since real estate is expensive and they need to retain these documents for a long time.
Digitization helps them eliminate such additional costs while providing a comprehensive solution.
Better workflows
Imagine your company deals in manufacturing pharma products, and you keep creating MFRs manually.
Now how much of a hectic process is it first to create them, get them approved by management, and then further process them?
With DMS, you can eliminate such additional steps; via a single link, you can collaborate with people in your organization on the same and create a seamless workflow.
How dox2U help you go Paperless Effortlessly?
Going paperless comes with challenges, but this is how dox2U helps you implement a paperless arrangement within your organization with the help of its advanced functionalities:
Easy document handling
Companies’ primary concern is the digitization of the existing paper archives. It becomes an issue for them to manually scan and tag each paper and create a digital repository of their corporate assets.
dox2U helps you deal with this situation effortlessly with the help of cabinet2cloud. Without causing any disruptions to your regular business workflow, the team at cabinet2cloud can easily convert your paper-based documents to digitized versions.
Moreover, the process of Uploading and Tagging documents is facilitated with the help of state-of-the-art features of dox2U, like category-specific tags, customizable tag templates, and more. This further assists the retrieval of information since the filter-based search can help you narrow your search results with the help of tags.
A Common Digital Workspace for Collaboration
Going paperless doesn’t only mean digitizing your paper-based documents but also bringing your business operations to the digital realm.
Continue to rely on paper-based versions of your documents to collaborate for everyday operations. You will never be able to go paperless entirely, and updating your digital archive will also become a task.
With a DMS that allows you to collaborate with your team members, you can quickly eliminate the regular use of paper and set up a more seamless system.
Alongside creating a shared repository, a DMS like dox2U with advanced capabilities can also help you quickly receive such information with the help of filter-based search. Unlike your traditional cabinet system, you won’t go on an excavation hunt to look for a piece of paper. All you have to do is go to your dox2U dashboard, and you’ll have the document you were looking for in a few clicks.
Eliminating multi-step paper-based processes
Business processes like Contracts, NDAs, Purchase Orders, and other similar documents often have a multi-step process. These include a lot of back and forth.
Getting it all done manually would mean the creation of a contract, sending it further within the organization for approvals, sending it across to the client for suggestions, revisions based on the suggestions, and a final round of approval.
If one were trying to keep note of all this back and forth over different versions of documents, imagine the chaos that could occur in the process. Moreover, it becomes easy to miss important suggestions and revisions amid this too and fro.
With the help of secured guest access capabilities, dox2U allows you to easily collaborate and eliminate multi-step processes by creating a straightforward workflow. Moreover, additional security features like Audit Logs and Granular Access control also help you maintain transparency and avoid putting your enterprise data in the hands of those who can jeopardize the same.
Why Choose dox2U to create a paperless office?
1. No information siloes
dox2U is a better solution for those dealing with paper-based documentation challenges because it helps companies create a shared repository of all documents instead of segregating it by storing the documents in different files and folders.
This helps you eliminate the challenges that come with information siloes, such as duplication of efforts and missed opportunities.
2. Advanced functionalities
dox2U offers you several state-of-the-art features like a shared repository of documents, granular access control, and audit logs for a secure experience. The software is also highly user-centric and provides you with real-time notifications regarding the activities performed on your documents, with the capability to revoke access provided to users as and when required.
3. Pay-as-you-go price model
When choosing a DMS, people often miscalculate things, and for some reason, they choose an on-premise option. This decision cost them a lot in monetary terms since on-premise hostings cost you a lot in infrastructure and hosting. The company also has to pay for servers, hardware, and additional maintenance charges. Cumulatively, this can add up to a very hefty amount which we are sure you want to avoid bearing.
On the contrary, if you go for a cloud-based system, you eliminate the need to pay any such heavy upfront charges and ensure you bring a solution to your organization that improves efficiency while being cost-effective.
dox2U comes with a freemium model, which ensures companies looking for a solution on a budget get what they want. Give it a try!
