Businesses left and right are now taking their processes to the next level. Instead of relying on paper and prints, many have switched to a paperless system. This does not necessarily mean that they no longer make use of printed documents. But why would you go with the trend and start embracing digital documentation?
When you make the paperless transition, you get to save time and money from printing, sorting, and submitting the necessary business documents. One will find it easier to complete forms as they can access it virtually everywhere. You can save space as you won’t have to file everything inside your office and reduce your paper waste. Another reason to go paperless is that you can store your documents safely on the cloud.
Since a paperless system offers several attractive advantages, you can use it to help your employees work faster and be more efficient and productive. But if you’re not careful, you can end up having to face some costly consequences. To avoid this, here are some of the best practices to keep in mind before making the transition:
Communicate your plans to all employees
Just because you’re already in love with the idea of going paperless doesn’t mean that the transition will go smoothly. Make sure to communicate your plans to all your employees. Don’t forget to set guidelines on how you plan to do this.
Digitalize files as much as possible
Instead of having to print all documents that need a signature, you can choose to sign the files with an e-signature. Instead of mailing printed documents, choose to send them via email instead. Convert all documents into digital files and organize as you would with physical filing cabinets.
Find a reliable backup system
Simply relying on the cloud to store and organize your files is not enough to secure your data. Make sure that you have round-the-clock security that protects your data at all times. This is why you need to have a reliable backup system. Aside from a good backup hard drive for each of your computers, you’ll need to have dependable and smart cloud storage. This way, you can secure your business data at all costs.
Train your employees in cybersecurity practices
All businesses, big or small, can never be too confident about their business data. You should make it a point to train your employees in the best cybersecurity practices there is. Enforce strict rules when handling business data. This can include the following practices:
- Renew complex passwords every three months
- Never share passwords with anyone
- Use only company-approved devices in accessing business data
- Have all the employees sign a document, stating that they understand that failure to comply with security practices has its consequences.
Choose a method on how you plan to dispose of old documents
Now that you’ve transferred most documents onto the cloud, you’ll need to make sure that your data won’t fall into the wrong hands. Simply tossing it in the trash is never wise. You can choose to recycle it or toss sensitive documents in the shredder. Some choose to hire a mobile shredding service that will empty your bins and recycle the paper waste afterwards.
There is no doubt that going paperless is a good way to start making your business green. But since there are still risks, make sure that your business data is protected. This list can help you change your mind, start going paperless, and learn about the best ways to start the switch.
