7 Benefits of a Paperless, Contact-free Visitor Management System
Although the total elimination of paper may not be feasible for every business, even a small reduction may yield cost savings and increased efficiency. It doesn’t matter if your company is in the startup phase or has developed well-established policies and procedures, there are always advantages to reducing paper usage. Here are seven reasons why going paperless may be beneficial for your small business.
1. Document organization
The ability to quickly locate and disseminate information may enhance your company’s efficiency and professional image. Spending time hunting through piles of paper slows down response time in an age when most answers are only a few keystrokes away. By scanning visitors and employees in and out of a premises, the information can be sorted, stored, and organized for quick retrieval when it matters most.
By transitioning to a paper-less contact-free process, you will be reducing the time it takes for a visitor to be logged as well as minimising the waiting times for entry points that have times of high traffic.
Minimising human error is always a point to strive towards and incorporating measures that include the need to scan a vehicle out before a gate opens is one example of how reliability can be increased. Also often there is not too much time to validate information written down on access control sheets by visitors so we need a different approach.
4. Automatic backups
When you accidentally throw out an important paper, it’s usually gone forever. However, maintaining electronic files allows for multiple backup points. Data can be saved on flash drives, in the cloud, or to an external hard drive. For vitally important security log data.
5. Hygiene in a Covid-19 environment
Having a contact-free solution not only gives people piece-of-mind and shows a companies proactive approach to dealing with the current environment, it also could lead to significant cost-savings by successfully minimise the spread of the virus within the company. A simple contact point such as a pen can do so much damage and most people would prefer to stray on the side of caution.
6. Environmental friendliness
According to the Environmental Paper Network’s most recent State of the Paper Industry report, paper usage in North America is decreasing while the amount of paper recovered for recycling is increasing. Companies are striving to recycle, yet office copy paper alone still accounts for over 20 percent of the total paper usage in the United States. But being green is more than just reducing paper production. A paperless environment may also mean less energy consumption. Small businesses use less energy when printers, faxes, and copiers are inactive. In Africa we should strive to be better and lead by example when it comes to going green.
7. Financial benefits
The savings of going paperless extends beyond just the cost of the paper, which can be substantial. The cost of other supplies like pens, printing, and clipboards also decreases.
The shift toward a paperless environment increases each year as new technology becomes available. Taking action to reduce paper usage may help your business be more efficient.