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Why you should implement a paperless office for your business

Elizabeth 2023-10-10

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Paperless offices don't save money on paper or converted financial statements, but they do produce benefits.

The paperless office used to consist of servers, LANs, PCs (personal computers), and OA, but now extends to mobile apps. The first step is to turn handwritten documents into electronic input, and the second step is to move the document processing process online.

In the past, the sine qua non for a purely paper-based document was the presence of the person concerned.word to pdf converter online free i love pdf Those working at the grassroots level drafted documents which had to be submitted step-by-step to leaders for approval and then sent back to the original route for processing, all of which was handled manually. If you need to copy documents and adjust permissions midway through the process, you must also do so manually. This takes a long time. If the person processing the document does not have time to contact the person who drafted or approved the document, the process will be delayed.

A paperless office shortens the process considerably. This is a great benefit for organizations and businesses. But before discussing the other benefits, we must understand that the negative outcome - the paperless office has greatly increased the workload of employees at all levels in all industries - is one of the reasons for the age of overwork. Because handwriting has changed to computer keyboard input, and word processing software can be copied and pasted at will, people write more and more nonsense and produce more and more documents (what used to be written in 10 words can now be typed in 50 words at will on a computer). These documents are then easily printed out, wasting paper and contributing to a mountain of paper. People are often disturbed by their work during non-working hours because the spatial limitations on how they can handle documents have been virtually eliminated by moving the document handling process from offline to online, and especially from computers to cell phones.

The second benefit of the paperless office is that it enhances collaborative social management operations. This has two important aspects, one is the same document system can be more than one person for information editing and modification, and now we have a lot of office software can be realized; the second is the same document data can be developed at the same time distributed to more than one person, for example, through e-mail and OA, and some OA can be adjusted at any time to document access and editing privileges.

The third advantage of paperless is knowledge management. First of all, knowledge management is the organization and preservation of existing experience, paper documents are likely to become old piles of paper in the archives (although the archives must have paper documents), and electronic documents are more conducive to encyclopedias, so it is necessary to build on this knowledge to give sound guidance on new work.

The fourth benefit of a paperless office is that it promotes a professional division of labor in society. Not all jobs need to rely on paper documents to be completed, such as programmers. A lot of technical work can be done at computers or other devices. If some other transactional work still has to be done on paper, then these professionals will waste a lot of time in switching work programs.