4 Reasons to Replace Paper Documents with Electronic Versions

Document management software (DMS) might seem complicated, but it’s actually a great way to simplify your workflow and make life easier. While there’s something comforting and familiar about having paper documents neatly organized in filing cabinets, those paper files are just sitting there — when they could be working hard to create data you can use to maximize profits. In fact, by going digital you can reduce risks, save time, cut document storage and other costs, and maximize your ability to seal deals with stellar customer service. If you’re wondering why you should replace all paper documents with electronic versions, here are the top benefits.

Reduce unpreventable risks that come from reliance on a paper format

When you rely on paper documents, you’re at the mercy of natural disasters, security breaches, social chaos, and even insect infestations — all of which can bring your business to a grinding halt. By going digital, and backing that digital data up, you can bounce back from disaster much more quickly. And that time equals money.

Streamline the business document management process

An electronic document management system saves time by automating processes, freeing up your employees for more important tasks. It allows you to get ahead without sacrificing quality, while providing instant access control to your business documents. Even if your paper documents are well organized, it takes time to retrieve them manually. And if the documents you need are in another physical space — or another city — you can forget about instant access. Your customers want responsiveness, not excuses. By automating with DMS and moving to electronic documents, you can provide internet access via mobile devices, streamlining the entire process even from a remote location.

Save money on paper-related office expenses

We’ve already shown how DMS can save time. But it can also save money. Consider all of the office expenses you have every quarter. Printing, copying, faxing, mailing, storage…not to mention the payroll expense to provide workers for these tasks. When you switch to electronic documents, you instantly reduce those paper document handling expenses and eliminate the need to expand your office space or purchase off site storage for more storage space.

Speed up decisions so you can quickly act on them

Indecision is expensive. DMS gives you instant, smart, organized data you can use to make informed decisions quickly. How? When you properly catalog all types of data from your clients, customers, vendors and shippers, you can quickly evaluate it — and just as quickly act on it. Electronic documents also ensure you always have the information you need right when you need it, including key documents like customer records or legal and financial documents. No hard copy hunting, no searching, no time consuming delays.

Still unsure whether moving to a document management system makes sense? Just ask one of our extremely happy clients — Standard Sales Company — who has already replaced all paper documents with digital documents:

DocLink Client Standard Sales Company

“Before our company began using DocLink DMS and transitioning from paper to electronic documents, our payables process was completely a paper one. We coded invoices using spreadsheets, and then the invoices were sent to the corporate office for data entry and payment. The whole process for our company took over 300 work-hours a week, for everyone involved. With DocLink, we were able to reduce the number of hours spent on the payable process by 95% and cut our shipping/postage costs by 51%. Our staff loves the ease of using DocLink. They now have all the invoices at their fingertips when a vendor calls inquiring about an invoice. Plus, they are more productive with the time saved each week. We’ve been using DocLink since 2014 and have saved hundreds of thousands of dollars in supply costs and increased productivity. I would highly recommend DocLink to companies looking to automate their workflow and transition from paper to electronic documents.”

Darla Lashomb,
Comptroller

We hope we helped answer the question of why you should replace all paper documents with electronic versions. Electronic document management software solutions come in different sizes. Find out how DocLink — or any of our other digital solutions — can help small businesses as well as mid-sized prevent risk, save time, save money, and speed up decision making.

Contact us to discuss how to ditch the filing cabinet and paper documents and move your business to the digital world.

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