Technology is rapidly changing processes requiring a lot of paperwork.
In almost all cases, the evolution aims to replace papers with their electronic equivalents which are moreover more effective.
Go paperless begins by replacing your paper documents. Which solution to replace your paper documents and how to work with a document viewer?
From paper to paperless
|From paper||to paperless|
Work and exchange paper documents
* Exchanging documents in a tedious way between individuals and departments.
* Difficulty tracking changes when collaborating on a document.
Working with a viewer
* View and share documents in seamless electronic mode between individuals and departments.
* Easy to track changes and save comments using the "Track Changes" feature.
Work and exchange emails and fax
* Constant maintenance required to organize and find documents, especially very old documents.
* Access based on the location of documents.
* Easily lost or damaged.
Working on Email and attachments with a viewer
* Easily searchable content and metadata.
* Access from smartphone or browser.
* Archived forever and found remotely.
* Secure exchanges.
* Traced and auditable exchanges.
Paper invoice processing
* Manual interactions with manual automatic data extraction
* No system-based approval workflows.
* Problems of badly routed bills, badly treated or forgotten.
Offering paperless billing options, in which they email invoices and receipts.
* Minimize manual interactions with automatic data extraction and system-based approval workflows.
* Eliminate the problems of badly routed bills, badly treated or forgotten.
* Optimize cash flow management by tracking and paying for all incoming supplier invoices at the most convenient time. Take full advantage of early payment discounts.
Make sure that the designated recipient saves these records in a central location, not in his personal email account, to ensure future access.
Work on catalogs, newspapers, paper documentary processes
* Slow process to search for words and topics one by one
* All data remains static
* Single access linked to the physical location of the document
* Few updates, news quickly become obsolete
* Message limited by word space and number of pages
* Slow drafting time
* Archiving and costly security Working on electronic document processes with a viewer
Working on electronic document processes with a viewer
* Immediate access to content
* Instant access to the information sought using the search engine
* Ability to save, copy and annotate data for referencing
* Access from anywhere with any internet browser
* Message not constrained by space
* Real-time updates and edits and a 24-hour news cycle
* Associate, merge, compact multiple documents
* To secure
Associate specific documents in paper format - examples: photos, maps, business cards –
* Difficulties to explain specific context - geography - location - climate - news - interlocutors - emergencies - obstacles - opportunities.
* Bulky to use, hard to integrate, hard to back up.
* Quickly obsolete, manual update.
Associate documents and specific applications to complete business processes - examples: videos, photos, geolocation, traffic management, CRM contact management, specific applications
* Contextual and responsive to take context into account
* Provides accurate context data and estimates
* Accessible from smartphone
* Updated in real time and automatically synchronized on all devices
What about your old documents?
There's no sense in scanning and converting documents that you don't actually need in the first priority. Start by sorting existing files and remove the outdated material, such as old or expired documents you just don't need anymore.
Perhaps you will have to consult your attorney and accountant to clearly understand how many years of receipts and business records you need to keep. Scan and OCR (Optical Character Recognition) existing Documents.
Don't forget to back-up your electronic files
If you don't back up your files, a single failed hard drive can destroy your entire business history. Set up a central file repository, such as a shared server, and back its contents up regularly to an external, off-site server. A geographically distributed backup plan protects you against hard-drive failure as well as location-based threats such as earthquakes or fires.
Take a few minutes of reading to understand how to go paperless with a viewer