Paperless Office

Paperless Office




The first thing that comes to our mind on reading this topic is why? Why do we need PAPERLESS OFFICE?


Have you ever wondered what a world without trees would look like? Close your eyes, and try to imagine a desolate Earth. There'd be no more trees, and everyone would have to resort to artificial systems-that too if anyone would stay alive because trees are a crucial factor to our existence not only they produce paper, lumber or chewing gum, but because they serve an important role in the carbon cycle which is important for our respiration process. It is well known that use of papers in office is getting costlier and harmful day by day. Piling of stack of papers also creates a jungle in our office for inefficient working. Moreover, we destroy more & more of natural resources like bamboos etc. required for manufacture of papers.  In this way by depleting our natural resources, we tend to disturb our ecology.  We become victims of Global Warming & day to day pollution. We are thus planning to leave the planet full of pollution, unhealthy atmosphere, repeated droughts, floods etc. for our next generation to come. So it has become very important to avoid use of papers so that the natural equilibrium is maintained and we preserve and respect our nature for our coming generations.


A number of benefits are achieved by going paperless: Reduce business cost associated with paper, printers, copiers, fax machines, ink and toner cartridges. Eliminate filing cabinets and reduce office space. Conduct business in a mobile environment resulting in faster responses to customers.


paperless office (or paper-free office) is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form, a process known as digitization.


Another question that comes in our mind is “Why do we need a “Digital India”?? What can help us to make India digital and paperless?


So here is the Answer.


Business leaders today emphasize on Document imaging as the first step towards removing papers and accepting eco-friendly systems.”


The solution to make an organization paperless is docManager®. docManager® is electronic filing cabinet that provides a framework for organizing all digital and paper documents. This system work in tandem with scanners, which converts paper documents into digital versions.


Following are the facilities docManager provides being a helping hand towards paperless office:


ECO-FRIENDLY ENVIRONMENT: - Did you know that the average firm processes more than 10,000 pieces of paper each year? That's roughly 20 reams, or the equivalent of a small tree. Now, imagine if every business went paperless. We could save entire forests! The eco-friendly benefits of going paperless may not be as apparent as the savings related to cost and space, but they are definitely worthwhile. I guess all of us know about the saying “What we give comes back to us in some way!” So is not harming the nature, cutting the trees for papers going to harm us back soon?? DocManager leads to a paperless office and an eco-friendly nature.


INCREASED PRODUCTIVITY: - It takes an employee’s an average of 12 minutes to find the paper document they are looking for. With a well-executed digitalization and document Management System, this can be reduced to a few seconds or less.


COST EFFICIENCY: - The cost of printing and paperwork can be exorbitant. It involves various sub costs like equipment management, paper records maintenance; cost of space, manpower, shipping. DMS saves a huge amount of money.


EASILY ACCESSIBLE: - Access to any document easily on a single click from any location at any time from any device with the help of indexing, Searching an entire library of files by individual keyword with the help of tagging, keeping records.


ENHANCED SECURITY: - A scanned digital document is trackable document. If needed, only certain users can access the documents and workflows can be set up along with permission like read, write and edit for an individual by the help of locking and unlocking, which enhances the security and maintains the confidentiality of the document. Archiving the documents not used from a long time.


DISASTER RECOVERY: - There is always a risk of disaster, whether it is natural or manmade. Fire, flood, earthquakes or other destructive phenomenon may cause a major disaster for your paper documents seriously affecting your business. DocManager offers you to have a safe repository of your data.


REDUCE THE INFLUX OF MAIL: - Storing documents through stacks of mail might not take hours out of your day, but it’s nonetheless time consuming. And when you are done sorting through your mail, you have to throw it will away, shred it or file it. It may reduce the amount of mail but on the other hand papers get increased. Instead of all of these you can use the docManager® through which you can share your documents easily.


WORKFLOW MANAGEMENT: - Replicate your document centric business processes to make them more streamlined, more accurate and less time consuming. Automate repeatable processes like account payable, leave applications, order processing, purchase authorizations, etc. Manage documents viewing and editing rights, according to the hierarchy followed in your organisation. Add / Remove members in the departments for managing workflow in the organisation.


REMOVE STORAGE SPACE & ALLOWS FILE & FOLDER CREATION: - The first thing to determine is where you will keep your files. We recommend docManager®. The great thing about docManager® is that it store all of your documents and files in Web Base Centralized system is that you always have a backup and you won’t lose your files. Even through docManager® you can create your own folder and maintain your own space for different documents.


Your Company can see patterns of benefits with respect to cost and efficiency across various verticals in the organization. Investment in Document Manager promises many advantages and an exceptional ROI when going paperless.