Digitization of paper documentation in Polish companies is becoming increasingly popular. Companies are opting for digital equivalents of traditional documents because of the greater savings in both time and money, as well as because they are environmentally friendly.
What instead of paper documents?
Today, more and more companies are choosing to introduce electronic documentation in their business. This solution guarantees much more benefits than paper documentation. In addition, it fosters an eco-friendly approach, which is highly valued in business today.
What are digital documents?
Digital documents are called all text, graphic, music, film or mixed files that have been created on a computer or other electronic devices, can be saved and then read in digital form.
The most commonly processed electronic company documents are invoices, contracts, correspondence, HR documents, bills, orders, receipts, as well as other demands.
What are the advantages of electronic documents in a company?
There are many reasons in favor of introducing digital documents in a company. If you are still hesitating, check out the list below:
They cost much less – digitizing documents in a company allows you to move away from traditional, paper-based forms. Thus, the costs of paper, printers, inks, scanners, and on top of that the storage of paper documentation in secured places, go away.
They save a lot of time – digital documents do not require as much work as their paper counterparts. Digitization of company documentation removes the cost of double work associated with filing, storage and archiving. It also allows for better organization of employees’ time, as they do not have to engage in tedious paperwork.
They promote better space management in the office – thanks to the introduction of digital documentation, you can get rid of cabinets and shelves overflowing with binders and folders in paper documents. Also, unnecessary piles of paper will disappear from desks, which will greatly improve the visual aspect of the office.
Streamline work at all desks – digital documents allow employees to quickly view and exchange among themselves, without having to scan traditional, paper-based, forms. This makes the process much faster and more convenient, and every employee can have access to important documents, even if they work remotely.
Improve security – electronic documentation, the way it is stored and accessed guarantees a much higher level of information and data security than in the case of traditional paper documentation.
Electronic workflow is designed to replace traditional processes based on paper documents. This significantly speeds up business processes, increases work efficiency, and on top of that reduces the risk of data loss or unauthorized access to confidential information.
How do digital documents improve security?
Digitizing company documents is a much safer solution, thanks to numerous IT solutions that are easy to implement and help improve security.
We are talking about document encryption, controlling access to servers where documents are stored, two-step identity verification, and backup, among others.
Are digital documents green?
Definitely yes! Producing 1 ton of paper entails cutting down 15 trees and polluting 440,000 liters of water. On average, one tree produces 10 thousand sheets of paper. Do you recall how many paper sheets appeared at your company in one week?
Going paperless will realistically contribute to improving the condition of the environment, and on top of that will strengthen the company’s image in the eyes of customers as responsible and modern.
Moreover, sustainable operations is now a very strong business trend that will stay with us for several more years. Introducing activities that fit in with ecological thinking in a company will strengthen its position in the market and set it apart from the competition.
How to digitally sign documents?
One way to digitize paper documents, is to implement an electronic signature, which allows important documentation to be signed digitally.
This year’s research shows that interest in qualified electronic signatures is growing among both individual users and businesses. Between 2018 and 2022, the percentage of electronic signature users increased by 38%.
An e-signature guarantees the security of a digital document, and also establishes the identity of the person who signs it. It is equivalent to a handwritten signature, and is also regulated by the EU eIDAS regulation, making a document authenticated with an electronic signature, respected in all EU countries.
The digital signature can be used to sign civil law agreements, commercial offers, contracts, orders, and even when dealing with administrative or official entities.
If you’re looking for eco-friendly solutions to support your company’s electronic workflow, check out the offer from Primesoft, which provides state-of-the-art DMS and workflow systems for companies around the world.