AIIM Article - Purely Digital: How E-forms can Transform your Business

How much of the information in your organization comes in via forms?

Employee information, vendor information and customer information are just a few examples of critical data that could be entering your organization of forms you have published and pushed to these individuals to complete. So how many of those forms still live on paper? Though you may not have even thought about it, paper forms can take time to process, require time to send and receive and then require some form of data entry into systems. Though the data entry problem can easily be solved using data capture solutions for paper-based forms, maybe it is time to think about taking paper out of the equation entirely.

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Paper is being pushed out of the enterprise wherever possible, and in short order the enterprise has shifted to a digital centric way of working. However, this transition has not been easy. Every day, inbound paper documents, specifically paper forms, pile up and clog processes in our organizations, anchor us to paper laden systems, and entangle valuable business information in a form we can’t readily or effectively make use of.

E-forms Eliminate Paper at First Touch

Implementing electronic forms allows you to get rid of paper from the very beginning of the processes they are involved in. Reduce the cost of handling the paper and risk of losing it.

The truth is paper forms whether filled out by hand, or indexed via content management software, necessitates a process that is incredibly unwieldy. Re-keying of data for forms is time-consuming and error-prone, and physical handling of paper within the process saps productivity. In addition, we know that searching for paper documents is tedious and requires physical proximity to the file cabinet.

On top of the mere elimination of paper, e-forms empower users on internet browsers or mobile devices to quickly complete a form and send it in, making it quick for the receiving organization as well as the employee, vendor or customer.

The benefits of replacing paper forms with e-forms include the following:

  1. Maintaining and updating version history for forms is more reliable and easier
  2. Keeping an audit trail is simpler from the get-go, as the form is digital from the get-go
  3. No more need to print, inventory or discard unused forms when they become outdated
  4. Once submitted, the form can trigger related, automated processes

What would that mean to your organization in terms of time saved, and responsiveness to your clients? The variations are only limited by not understanding where information can be captured and how E-forms can be used as the capture vehicle. 

Read this article published by AIIM to learn more about how electronic forms can change, simplify and streamline the way you do business. 

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