paperwork

Survey highlights the risks of paper-based document management

Does your business still rely upon paper?

According to a recent survey carried out by M-Files, the extent to which many businesses still rely on paper documents and paper-based processes has been revealed. The survey shows that 81% of employees are still printing at least one paper document every day and that just under 30% have read a confidential document they shouldn’t have had access to because it had been left lying around the office.

The study also found that around 58% of all paper documents are left in their paper form in filing cabinets or on desks, whilst just over half of the organisations surveyed still rely upon paper-based processes for documents which require a signature before approval. In addition, whilst 38% of those who took part in the survey admitted that they had misplaced or lost at least a couple of paper documents a couple of times each month; this number is likely to be higher as 62% answered by saying that they didn’t know.

This survey further highlights what we regularly find – that many businesses and organisations still rely on paper-based document management. At the very least this leads to inefficiency and can easily spiral into a reduction in productivity and ultimately at decrease in revenue. Using an electronic document management system and secure file sharing system such as Egnyte, can help you take your business to the next level, giving you the competitive edge on businesses which still rely upon paper documents, files and folders.

Contact Pro-Doc for advice on secure document management and storage

Here at Pro-Doc we provide a range of specialist services, designed to help businesses and organisations reduce their reliance upon paper. Our services include document scanning services, data capture and archive management and if you would like to find out more, or to talk through your requirements, we’d be delighted to help.

Employment application

Document storage systems designed to offer a solution for HR departments

The paper problem faced by many HR departments

Traditionally human resources departments have been incredibly reliant on paperwork: from application forms and interview notes, through to training, assessment and staff management, the processes used by HR teams are paper-heavy. HR files must be easy to access but the space that they take up means that large amounts of storage is required to store confidential staff records and as the archive grows, managing such a huge quantity of paperwork can become a real issue.

Despite the fact that human resources departments are resource heavy, increasing numbers are embracing the digital revolution by working towards going paperless. It’s not hard to see why as it takes an awful lot of staff time to manage staff records and because records must be kept for the entire employment period and beyond (longer in the case of company pensions), the need for a digital solution is becoming increasingly urgent for many companies.

What’s the solution?

Digital document storage is a great way for HR departments to significantly reduce the amount of paper they add to what is likely to be an already over-burdened document archive. Instant access to information is also possible, as is the ability to share information quickly, making digital document storage a viable option for all HR departments.

However, digital document storage is likely to be just the first step in the long journey towards reducing the amount of paperwork generated by the average HR department as most organisations will still have their older, physical paper records. Whilst it can be tempting to start the undeniably laborious process of digitising these records, it’s far easier and less time consuming to call in the experts!

Document storage systems from Pro-Doc

Our services are designed to take the hassle out of getting on top of that paperwork mountain and the document storage systems we provide are ideal for HR departments of all sizes. Digitizing your paperwork will not only help you make significant a significant reduction in the amount of physical space you need to store documents, it can help you improve efficiency and reduce costs.

Data protection is an understandable concern for HR departments but by working with a professional document storage specialist such as Pro-Doc, you’ll have the reassurance of knowing that your paperwork and archives are in safe and secure hands.

Going paperless offers a number of advantages, not least in terms of the flexibility it could bring to your HR department. A cost-effective, practical solution for organisations of all shapes and sizes, a paper-lite HR department will help you streamline the management of your staff and increase productivity. If you would like to find out more, please don’t hesitate to get in touch.