If you are managing a company where safety and security of data is an important concern, then saving data electronically is way to go. Physical paper can be a significant burden on your company. Sensitive files can be easily compromised and paperwork can be misfiled, destroyed or stolen. Your customers' trust in you should depend on more than a locked file cabinet and shredder.
When organizations are dependent on paper, they must implement strict access control measures. Similar user authentication methods are necessary as companies go paperless, but features are already built into the software to make the process simple. Security is one key example of how going digital can make your business easier.
Organizations can create rules for who can access particular data within the software. This can include creating access policies, tracking user activity, and similar features that give businesses a greater degree of control over their data environment while ensuring the user experience is as simple as possible. Electronic access offers a much higher level of security for you and your customers' sensitive data. Numerous security measures work together to protect your documents. In a paper office, everyone has access to all information.
In a paperless office, it is possible to give each employee only the specific access they need. For example, a doctor's office may limit the information a receptionist can access at the front desk, but give doctors full access to medical records of patient. Data saved electronically can also be easily accessible in future whereas paper written data can be lost, for example a patient losing his medical reports and prescriptions. Protecting data and documents is not just about preventing theft. It is equally important to prevent data loss. Paper is a big problem here.
The materials in paper cause it to break down easily over time, especially when in any high temperature or harsh environmental conditions. If there is a lot of direct sunlight on a cabinet shelf in the summer, the ink on the paper can fade over time. Moreover, a company building is prone to natural disasters like floods and earthquakes which can cause damage to physical copies of data whereas saving data electronically provides backup in case of emergency.
If your office faces a natural disaster such as a flood or fire, you won't lose any important information. Going digital removes the physical barriers you have to worry about. Paper may be familiar to many businesses, but it's not easy. Electronically storing data, on the other hand, creates opportunities to reduce the complexity of data security and helps businesses keep information secure. The same way Olabooks provides its users to share invoices electronically to their customers, while keeping a digital copy of it with themselves for future reference, all in a very secure manner.