As the owner of a business in Yorkshire, digital document management should be near the top of your list of priorities. In an age where data protection laws and the new GDPR are causing confusion it is important to be one step ahead of the game, understanding exactly where your all of your digital documents are at any given time, and ensuring that they are stored safely, securely and with easy access for those with the correct permissions.
There is certainly a trend within modern day business communities to be thinking in a much more environmentally friendly way, researching areas of business that can be streamlined in a way that not only makes a company more efficient, productive and profitable, but in ways that also significantly reduce the carbon footprint of the company as a whole.
Creating a digital mailroom has its benefits, as a way of storing all digital documentation, and creating digital copies of all incoming and outgoing physical mail. This is an area of a business that often causes the most heartache and disruption when it comes to creating actual paper and paper waste. Tackling the mailroom is one of the best places to begin a cultural change to a paperless working environment that you envisage going company wide in the future.
The first major benefit to consider about creating digital copies of all mail is that it will help to reduce the costs of your operation over time. As you become aware of the amount of paper waste just sitting around the mailroom and wider office, you’ll understand how easy it is to save money by becoming paperless. By lowering the necessity for processing paper documents manually, and allowing for automatic digital creation and storage of incoming and outgoing mail, your staff members will use less time and money on those tasks, pivoting their energies into more efficient ways of making the company money.
As you see a reduction in paper waste and a much better use of employee time and efforts through the digitisation of records, there will be a significant improvement in customer relations and customer service standards as a result. This is only natural as all priority mail can be digitally sent to the necessary individuals immediately, bringing together a much greater efficiency of resources. It also allows for a greater search functionality within your system of work, allowing employees to have almost instant access to information that will help to improve standards and increase morale and customer satisfaction levels as a result. Everything is quicker with digital documents so it’s easy to see why customers will be happier.
Lastly, all business owners have to consider the implications of data protection law and regulations relating to the secure storage of personal and potentially sensitive and financial information regarding employees, customers and even suppliers. A digital mailroom can help a business store information securely, without the worry of physical documents being stolen or destroyed.
As you can see there are a number of benefits to shifting to a paperless working environment, with the digital mailroom the first and easiest part of a business to make significant and efficient change for the better
Oliver Freeman