Higher education offices process sensitive documents on a daily basis. In a paper-centric office, employees are more likely to lose information and hard copies of documents are susceptible to being stolen. Going paperless not only secures the information, but also benefits the institution by improving efficiency and automating workflow. Read below to see why the higher education field is going paperless.
Digital documentation improves efficiency by enhancing searchability, thus lowering the time spent verifying information. Paper documents take up space, are difficult to search, and can quickly go out of date. With digital documents, employees can easily search for information and valuable office space is saved. According to a McKinsey report, the average employee spends 1.8 hours every day, or 9.3 hours per week, searching and gathering information. This equates to a businesses hiring 5 employees, but only 4 showing up to work while the fifth spends all their time searching for answers. The fifth employee contributes no value to the team. When documents are easier to search, information is found faster, which improves overall office efficiency.
Automating workflow lowers employee error, eliminates waste, and expedites training. According to the EPA, the average office worker uses about 10,000 sheets of paper per year. Additionally, 45% of the paper printed in offices is thrown away by the end of a work day. By going paperless and automating workflow processes, offices save this paper from a landfill. When employees no longer manually hand documents to each other, it reduces the amount of information lost. Digital business automation can streamline time sensitive tasks. This occurs by triggering events through a company-specific workflow so that the appropriate staff members are notified when action is needed. Workflow automation examples include:
- Document retention scheduling
- Employee onboarding
- Accounts Payable
- Registrar documents
- Financial Aid
In higher education, lost documents can lead to serious consequences. With automated workflow processes, the risk of losing documents is reduced significantly.
Digital documentation improves information security, protecting your office from a security breach. In a paper-intensive environment, documents are usually received via a non-secure method like mail, fax, or printed from email and delivered to a inbox on a desk. Digital documents are put under multiple levels of security. First, the documents are stored on a secured server. Second, a firewall is installed. Third, the wireless network used to access them is encrypted with multiple security features. Hackers are less likely to infiltrate your student information with these safety precautions in place.
Your organization can benefit by making the switch to paperless documentation. If you would like to see how switching to digital workflow solutions can benefit your institution, request a free analysis of your business today!