Learn why it’s time to ditch traditional documentation & make the switch to intelligent document processing.
It's no secret that traditional documentation is becoming a thing of the past. More and more organizations are moving to a paperless office, and traditional documentation is one of the first things to go.
There are many benefits to going paperless, including improved efficiency, reduced costs, and better environmental sustainability. Today, we will discuss some of the reasons why traditional documentation is becoming obsolete and how you can make the switch to a paperless office.
This should help you get started on the right foot.
One of the biggest reasons traditional documentation is becoming obsolete is because it is simply no longer necessary. With the advent of digital document storage and management, there is no need to keep physical copies of documents. This not only saves space, but it also reduces the risk of losing important documents. Also, digital document management systems often include features such as version control and security that make them more secure and efficient than traditional paper-based systems. Try imagining making a catalog of all the versions that your team has come up with in physical copies. Would be a nightmare!
Traditional documentation is becoming increasingly expensive. The cost of paper, ink, and other supplies needed to maintain a traditional document management system can add up quickly. In addition, the labor costs associated with printing, scanning, and storing traditional documents can also be quite high. By switching to a paperless system, you can save money on all these additional costs.
Traditional documentation is also becoming less sustainable. The environmental impact of traditional document management systems is significant. From the production of paper to the use of harmful chemicals in printers and scanners, traditional documentation leaves a large carbon footprint. In contrast, paperless office systems are much more environmentally friendly. By making the switch to a paperless office, you can help reduce your business's impact on the environment.
Are you still unsure whether a paperless office is right for you? Check out our comparison of traditional and newer methods of document management below.
Traditional: For simpler tasks it's easier to use, but for complex data, it becomes time consuming.
Digital: With wide variety of tools at disposal, we can put things together pretty fast.
Traditional: The only collaboration that can happen is only when the hand-offs happen.
Digital: Multiple team members can work on the same doc at the same time and the version history maintains the log of who did what.
Traditional: It depends on where the document is stored physically and there is also the issue of misplacement
Digital: With the advent of web3 and blockchain your document can be on the cloud and be super secured. Making hacking/theft nearly impossible.
Traditional: To transfer data to another department, the only way to do it is courier them the docs or move them internally or point them to the location address. Basically getting docs to them physically and it is time-consuming.
Digital: There are way too many to share your data. You can either directly connect to their system via APIs or if they need only a portion of data you can send them via peer-to-peer channels. If it's operational data you can even share over emails or chats like Slack etc. All these channels can be integrated to perform follow up action and even validate the accuracy of the data. Tools like Vision IDP (an intelligent document processing platform) can make your life so much easier.
Making the switch from traditional documentation to newer methods can be a daunting task, but it is well worth the effort.
Here are some tips to help you make the transition:
1. Evaluate your Needs: The first step in making the switch is to evaluate your needs and decide what type of document management system is right for you. There are many different options available, so take the time to research the different systems and find one that fit your specific needs.
2. Convert your Documents: Once you have chosen a document management system, you will need to convert your traditional documents into digital format. This can be a time-consuming process, but there are many software programs that can make the conversion process easier.
3. Train your Staff: Once your documents have been converted, you will need to train your staff on how to use the new system. Be sure to provide them with adequate training and support so they can utilize the new system effectively.
4. Make the Switch Gradually. If you are unable to convert all of your documents at once, you can make the switch gradually by converting a few documents at a time. This will allow you to test out the new system and make sure it meets your needs before making the full switch. By following these tips, you can make the switch from traditional documentation to newer methods and enjoy all the benefits that come with a paperless office.
There are 2 sides to this modern approach:
Intelligent document processing uses artificial intelligence to automate the document management process. This can include tasks such as document classification, data extraction, and workflow automation. Document automation is similar to intelligent document processing but typically requires less customization. It can be used to automate simple tasks such as document creation and approval processes.
Unless we combine both of them together, it doesn't complete your document journey to stay 100% digital. These methods are designed to make the document management process faster and more efficient. They can also help reduce the cost and environmental impact of traditional documentation.
As you can see, there are many reasons why traditional documentation is becoming less common. If you are still using traditional documentation in your office, now is the time to make the switch to a paperless system. By doing so, you can improve efficiency, reduce costs, and help protect the environment. Thanks for reading!
About us: If you are looking for an automation solution for your document processing needs, you are at the right place. Our VisionERA is an intelligent document processing platform capable of end-to-end automation. It comes with custom DIY workflow and multiple other features making it a one-stop solution for any industry and use case.
Want to see it live-in-action then set up a demo with us using the CTA using the link below. To send us a query, use our contact us page!