How to streamline work with paperless transactions.

Learn more about paperless transactions and how they help people get things done.

As the name suggests, a paperless transaction is any exchange of information that’s done without paper. Technology, in many ways, has been able to replace the need for printed paper in daily life — we can use our digital devices to communicate, navigate, share, and get things done. The workplace is no exception. Learn how paperless transactions can help upgrade the way you work and run your business.

Benefits of using paperless transactions in your workplace.

Going paperless may seem like a daunting task, but with the software and tools available today, it’s easier than ever. Not to mention, the benefits of switching to paperless transactions far outweigh any of the perks or habits of older school methods. Here are just some of the benefits you can expect to experience in your own workplace.

• Improved organization. When you go digital, finding what you need exactly when you need it is a much faster and more accurate process thanks to advanced search capabilities. No more relying on filing cabinets and user accuracy when it comes to manually organizing and locating important files.
• Reduced costs. While paperless transactions require computing platforms that certainly come at a price, the long-term savings are tangible. In fact, you can expect to save more money annually by eliminating recurring costs for paper, ink, and printer devices.
• Heightened data security. Not only can companies better control who has access to specific files when going digital, but paperless transactions can also be tracked, stored, and backed up for improved data security and disaster recovery efforts.
• Decreased carbon footprint. Of course, there are also environmental benefits to going paperless. Using paper requires enormous amounts of trees to produce, not to mention the fossil fuels consumed during production.

Identify where paperless transactions can help.

Now that you’re clearer on the benefits of switching to paperless transactions, you can start to envision how they can help in your own business. Start by evaluating existing office practices when it comes to paper processing and usage, and then explore ways that going paperless can improve or optimize those tasks. Here are some sample questions you can ask along the way.

• Do you have someone manually processing consumer information?
• Do you require customers to complete paper forms only to have someone on your team enter that information digitally?
• Do you still mail paper statements regarding payment terms and statuses to customers, clients, and vendors?
• Are your teams still taking meeting notes in physical notebooks?
• Do you require physical handouts during meetings where the information could otherwise be displayed digitally?
• Are you still using direct mail to share updates and marketing with prospects and customers?
• Do you still circulate hard copies around the office for review and approval in a process that takes days instead of just hours?

Paperless transactions to implement now in your business.

Here are a few ways paperless transactions can improve your workplace and business:

• Emailing. “Electronic mail” is one of the original digital workplace innovations. Emailing turns paper correspondence into a paperless transaction. Quickly and easily communicate with colleagues and keep a digital, searchable archive of conversation history.
• Electronic billing and payments. Send customers digital bills and statements to save on paper mailings, more effectively track down outstanding payments, and secure your cash flow.
• Digital storage. Cut down on the paper clutter with digital documents. You can organize digital documents, archive them, and search for what you need — all in one shared, secure space.
• Shared documents. Collaborate on documents with colleagues, track edits, offer suggestions, finalize materials, encrypt PDF documents, and keep a digital trail of progress.
• E-signing. Safely and securely electronically sign, send, and store documents online without worrying about printing, scanning, faxing, and filing.

Are paperless transactions secure?

When it comes to security, paperless transactions can be much more secure than their traditional counterparts.

To start with, most software platforms have built-in security measures that allow administrators to control exactly which team members have access to specific customer information. Users can also be tracked to detect any system or information misuse. In contrast, even physical filing cabinets held under lock and key can easily fall into the wrong hands with people able to access documents and make hard copies.

In addition, the best platforms will also include advanced encryption options to ensure that sensitive information is protected both during transmission and when stored safely away. Some platforms also allow for confidential information to be redacted, protecting personally identifying information on an as-needed basis.

Another benefit of using digital file storage is that businesses can incorporate other tech-based tools into their workflows. Esignatures, which can make approvals and payments faster, can include security measures that prevent document tampering and guarantee the authenticity of the signer.

Go paperless.

Discover more about how paperless transactions can simplify and streamline your work with Adobe Acrobat.