Having a paperless office accelerates your work process, since all your documents can be accessed easily and with little effort. Additionally, the office both gains space previously designated to storing files and saves money spent on postage. Digitally archiving your documents is also an environmentally friendly alternative to printing endless sheets of paper, which will reflect positively on your company as a whole.
However, it’s also crucial to consider potential problems that come hand-in-hand with a paperless office. While having your documents saved on a central storage device or in a Cloud allows easy access to your files, opportunistic hackers may take advantage of this fact. This is why it’s important to ensure that adequate security measures have been taken to protect your files, either by you or your hosting provider. Furthermore, the DMS used should include a comprehensive access rights management system, which only allows permitted users access to the documents. You should also make sure that all legal documents are available in their unchanged form in accordance with their applicable retention periods.
If you follow these steps and put in the initial effort, you’ll soon be enjoying the benefits of a paperless office, not to mention all the newly free space where stacks of paper used to pile up.