Going paperless seems to be pretty popular in the business world at the moment. Embracing the future and getting rid of all those old fashioned paper documents is a great way for your business to go green and save you a load of money. It’s pretty hard to argue with the benefits really, it’ll be cheaper and it’s easier for you and your staff to keep everything organised and access it when they need, which improves productivity. But a lot of companies do it without thinking about the possible pitfalls first. There are a few things that could go wrong in the process so before you decide to go paperless, consider these things.
When you’re still working on paper, the electronic documents that you do have will probably fit on the office computers no problem. But when you start getting rid of all of that paper, you’re not going to have the capacity to store everything anymore. You need to consider this beforehand and make sure that you’ve got a plan for storing all of that data before you start converting everything to digital format. The easiest and most obvious thing to do is use a cloud migration service to move everything over and store it on the cloud for you. By getting a professional company to do it, you remove the risk of losing important files along the way, which is a lot easier to do than you’d think.
If you’re a business owner then you’re probably fed up with everybody telling you how important cyber-security is nowadays. Well, it’s true, and you need to consider it when you’re thinking about going paperless. Keeping information on paper secure is simple; make sure that nobody is taking it out of the office and keep it locked in a file cabinet when the office is empty. But as soon as you put all of that sensitive information into digital format, you open yourself up to attack from all angles. If your security isn’t up to scratch, you could be the victim of a cyber-attack which will cause a lot of damage to your company. If you’re increasing the amount of digital information you hold, you should be expanding your IT department in line with that so you’ve got the protection that you need online. It’s also vital that you keep that security updated regularly because hackers are constantly coming up with new ways to get around it.
You can massively improve efficiency by having everything in digital format, but only if your staff know how to use the new system properly. If you just move everything onto the cloud and don’t show people how to access things, it’ll have the opposite effect and slow productivity down no end. Make sure that you give people training ahead of time and make the change a gradual one so people have the chance to get used to the new system.
Going paperless is beneficial to your company but only if you get it right and avoid these mistakes.