Everything has gone digital now! Be it the banking sector, a patient’s record in a hospital or invoices generated by organizations. Managing files and folders is considered ancient in the modern world where it’s impossible to maintain paper records of everything that is done in an organization.
These are the most important 7 reasons why you should adopt office workflow software in your organization and see significant changes.
1. Easier to Store and Maintain
Paper-based solutions in the finance department, HR or any team in your organization are usually full of clutter. The documents, when stored digitally in paperless software, are easier to store, maintain in a local server and you can even create a backup online to access them from anywhere.
2. Search Friendly
Imagine a scenario where you have to find an invoice which is dated more than a year ago. While paper files are stored and arranged based on the year they belong to, it’s next to impossible to go through the manual setup and find what you are looking for. Besides, every year hundreds of invoices are processed. With a workflow software, all that is required to type in the keyword and it will immediately retrieve it.
3. Better Management of Workforce
Most companies had to spare manpower when they have to manually look for things. It wastes precious time of your workforce and even at the end of the day, he or she may not be able to actually find the file they are looking for. There is no need to keep losing your manpower to insignificant things such as searching for a file in the cabinet and let them focus on their more important tasks.
4. Maintain Confidentiality
When files are stored in a room, it is possible to lock it to maintain confidentiality. However, almost every document will be in the same room and it is very difficult to deny access to every team in your organization. They may gain access to important files, invoices or another confidential document if they are not properly locked. A digital copy of the same is easier to protect using a password, fingerprint scanner and will be accessible only to authorized personnel.
5. More Streamlined Auditing
Compliance with auditing will be much easier than it has ever been because there is no need to dig into files to find the one that is needed. Each industry has varying specifications such as ISO, HIPAA, SOX and PCI DSS among many others. The digital recording will make it easier to comply with government regulations during an audit and you don’t have to browse through hoards of the document at the last moment.
6. Reliable Backup
A paper-based solution is usually a physical copy located in your office or any storage location. In case of a natural disaster, fire or any similar issues, the only copy of invoices, files, and office documents may get permanently damaged without proper backup.
Backing them up could be expensive and not reliable physically but digital solutions allow reliable backup in local servers, on the cloud, and on multiple other devices. You can retrieve the file as many times as needed when it is securely stored in a digital format.
7. Reduced Operational Cost
Maintaining physical copies of files can be an expensive affair and often forces the organization to spend a lot on buying papers, printers, files, file cabinets and so on. Despite all the investment made, it still requires immense manpower to organize and safely store them for easy access. You can save lots by going with paperless workflow software. There is no need to lose precious office space to store them all and it helps reduce operational costs by a significant number while reducing errors and improving accessibility.
A completely paperless office workflow software as Cflow can make your organization’s daily operations more efficient, streamlined while reducing operational costs. By going paperless, you can not only help your workforce perform better and avoid chaos but also contribute to mother nature by using less paper only when absolutely necessary.
With so many advantages, Go the digital way right now with Cflow. Sign up for a free trial now.