How Paperless Office Solves the Dilemma of File Management?

Let's first talk about how headache traditional office is: the file cabinet is full, and it takes a long time to find a contract; important documents are easily lost or damaged; the departments pass the documents like playing "pass the parcel". These problems can be effectively solved by paperless office system.

1. Electronic filing replaces paper accumulation

The most direct benefit of paperless office is to make the files "online". All documents are scanned into electronic versions and stored in the system, supporting multiple formats such as PDF and Word. For example, our company's contract management system now only needs to enter the contract number to retrieve the complete file within 3 seconds, and there is no need to rummage through the cabinets.

2. Smart search and fast positioning

The biggest advantage of electronic files is that they can be searched. The system's built-in full-text search function can search by keywords, dates, authors and other dimensions. Last week, the Finance Department was looking for a reimbursement form three years ago. It used to take a long time to flip through the files, but now it comes out after entering "travel expenses in 2022".

3. Version control to avoid confusion

The most feared thing about paper documents is that they are constantly being revised, and no one knows who has the latest version. The electronic document system will automatically save historical versions and set modification permissions. Our marketing department's planning proposal has now been revised to version 15, and the system clearly records who made each revision and when.

4. Mobile office breaks space limitations

With a paperless system, mobile phones can also access files at any time. Last time, my boss asked for a quotation at the airport, and I logged into the system directly on my mobile phone to send it to him, which was faster than express delivery. I can handle all files with a tablet when I travel, and I can pack half as much in my suitcase.

5. Safe backup to prevent loss

Important files are automatically backed up to the cloud after scanning, so there is no need to worry even if the computer breaks down. We have encountered a tragedy where the office was flooded and all paper files were lost. Now electronic files have triple backups, which are much safer.

6. Green office reduces costs

Let's do some calculations: A4 paper costs 20 yuan per pack, and the company uses 100 packs per month, which is 24,000 yuan a year. Printer consumables, filing cabinets, and archive room space are all costs. After doing paperless office system, these expenses can be reduced by at least 70%, which is also environmentally friendly.

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