Although buzz phrases such as "big data" and "cloud computing" litter the Internet, there are few people who consider paperless document management to be a part of the innovative atmosphere. Although many contemporary business professionals are beginning to realize that tangible file and record practices are obsolete, some maintain that it still has a place in the modern world - a somewhat backwards perception.
Is there a particular reason why?
It's somewhat of a surprise to see physical documents littering desk space and filing cabinets taking up whole work spaces. Chelsea Potter a contributor to Real Business, noted that the majority of professionals agree that accessing information digitally is much more convenient than perusing through seemingly endless drawers for a misplaced record, but some have hesitated. She cited the following reasons as to why some organizations have yet to fully utilize electronic workflow:
- They don't understand the concept. Some perceive document management software to be a solution that completely eliminates paper, when it reality it simply reduces the amount used, though significantly.
- Companies believe that the system can be implemented and fully integrated with the workflow of the office overnight. Though the programs are readily deployable, that doesn't mean employees will be able to acclimate themselves to the new process after two hours of usage.
- Many don't realize that not every existing document needs to be transferred into the electronic option. Workers are intimidated by scanning each and every file within their steel cabinets when there are probably hundreds, if not thousands of them that can be destroyed.
Well worth the investment
Christian Nofziger, a contributor to The Observer, noted that even high schools have recognized the benefits of harnessing a document management system by issuing tablets to students. Although some teachers expressed concerns over pupils being easily distracted by the collection of gaming apps available on the devices, it's an instrumental step toward reducing paper usage in institutions. Though utilization of this technology is minimal, many universities find it to be quite useful.
Nofziger noted that colleges have more confidence in their students' ability to remain focused, which should motivate many administrators to allow tablet usage. Between April 2012 and June 2012, the University of Notre Dame used 9 million sheets of paper. The source claimed that many professors still ask students to provide tangible copies of dissertations and others require their pupils to bring hard copies of materials sent through the Web.
Electronic processing simply provides educational bodies and private companies with a way to exercise sustainability and cut down on the expenses associated with a paper-filled office.