Demand for paper is increasingly dropping. Less regular post office mail is sent, but rather emails are being sent around the world on a constant basis. Less notes are written, and they are replaced with text messages and photo sharing. Less documents are printed, but more commonly documentation is uploaded, scanned, and computerized. Paper applications and contracts are replaced by online applications and digital document signing. All in all, paper is not the way of the future. In fact, paper demand has dropped 3.3 million tons in the last four years, and itvis expected to keep dropping.
But despite the fact that paper is not being printed or passed, documentation is still a large part, and even increasingly so, of many organizations. So that means more digital documentation.
Enterprise Content Management
While the days of paper printing and copying may be dying, there is still a large push for documenting information, especial in the healthcare, legal and financial services. So if the focus is not on paper, then we have to digitalize the documents. That is where enterprise content management can change everything. Enterprise content management, simply labeled as EMC, is the means by which documents are managed, stored, processed and preserved in the digital format.
The benefits of EMC are beyond just saving costs from not having to buy paper, ink, and machines. What paper documentation cannot do that EMC can is manage workflow, receive and secure documentation from anyone, store documents and retrieve documents. Just the workflow process alone saves time and effort and increases efficiency, even if the documentation is sensitive and needs to be securely routed.
The cloud is another way in which documentation can go digital. In the cloud, documents can be stored and downloaded by specified users. The storage capabilities alone save an incredible amount of space. With the cloud, you can avoid sending memos or lengthy department emails. Information can be easily updated and exchanged via the cloud. Thus the cloud saves paper, which saves space.
With documentation moving to digital, organizations do not have to worry about printing costs. The manpower required for filing and storage can be shifted to more important needs. The stress over trying to find a document in a large filing cabinet is practically eradicated. In addition, you do not have to worry about showing up to a meeting with too few copies of the agenda or meeting notes. Information and documentation can be digitally stored—with security and efficiency.
Source: Business Solutions