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Most of the businesses are shifting to the paperless office system. But still, there are many organizations that are using the old paper-based system. According to the research, the average office worker uses about 10,000 sheets of paper every year. The total cost of using, storing, and filing all that paper is 13 to 31 times the purchase price of the paper itself. Hence, the businesses waste $8 billion on managing the paper yearly.
Research conducted regarding workplace documentation states that more than 51% of the documents are printed for signing purposes. The productivity of the businesses can be increased by cutting the cost of unnecessary things. Hence, by moving to the paperless system and signing the documents digitally, a huge amount of cost can be saved. It also saves energy and can also increase the efficiency of work. In this article, we will tell you why businesses should shift to eSignature. So, let’s dig this topic out in detail.
The Advantages of eSignature:
The advantages of using the eSignature system are very obvious. This technology helps in saving time, effort and money. Moreover, eSignature is more secure as compared to the paper-based signature. Hence, data security is increased in this method. All of this results in better customer services. Here we have stated some more advantages of this amazing technology.
- Modernize the tasks that are usually done on paper: It is not easy to keep a track of the paper-based documents. As there are a lot of files in the cabinet so it can cause trouble to find the required document. The paperless system eliminates this issue as the user can find the file within seconds. The user can customize the file according to the requirements and then sign it by using the eSignature Moreover, the task can be repeated easily without doing a lot of effort. The best thing about eSignature is that it improves the sales cycle as you can send a digital file to the customer for getting the eSignature. You do not need to wait for the mailing process that is time-consuming.
- Cut the cost of paper and other elements related to it: It is not easy to manage a paper-based system in a limited budget. Apart from the cost of paper, there are many other things related to paper such as printer, ink, toners, and pens, etc. So, instead of spending a lot of money on printing the documents for signing purposes, you can simply use the eSignature which saves time and money.
- Makes the documents more shareable and trackable: It is not easy to share the files by using the paper-based system. The whole process is very slow. By using the paperless system, you can easily share the files.
The PDF format has made it even easier. The PDF format is universal hence it does not depend on any operating system; therefore the PDF files can be shared easily across different networks. The employees can get access to the PDF files at any time and anywhere by sharing the files on cloud storage devices. You can generate PDF files by using different converters such as PNG to PDF converter. There are many PDF tools that offer the eSigning feature like Soda PDF. Moreover, PDF is more secure as compared to other file formats. So, the user can easily share the file for signing purposes without getting worried about its security. The auditing process can also be accomplished easily with PDF and eSigning feature.
- Increased security and accountability: According to a survey performed by the Ponemon Institute, about 71 percent of IT professionals reported incidents in which confidential files were lost or misplaced, and according to 53 percent of respondents the employees left these documents on communal printers, in meeting rooms, or somewhere else, also including the locations outside the office premises. The data breaches are increasing day by day. The data must be stored in a secure manner so that no one can access confidential information without the permission of the owner. The businesses that do not have taken any measures against data breaches could face costs up to $3.86 million. This cost does not include the fines and litigation expenditures related to violations of the EU’s General Data Protection Regulation (GDPR). Hence, it is very important to have a secure system. Therefore, by using eSignature, you can also enhance the security of your files.
- Better customer services: Organizations lose less than one percent of their customers because of security issues and have to bear an average total loss of $2.8 million in revenue. The eSignature system is more secure so the customers know that their data is in safe hands and also they can get access to their files easily. This results in happier customers.
Digital Technology and the eSignature Solution
The digital transformation and eSignature has brought a great change in the way the businesses operate. The organizations have started using the electronic system for signing the files because this process is more cost-effective and consumes less effort. Many different organizations such as education, manufacturing, healthcare etc are moving to the new paperless system. These organizations use eSignature system for signing the documents, agreements, and contracts on daily basis. The eSignature system also helps to streamline the processes. The user does not need to share the files through the slow mail process. The digital files can be shared within seconds. Hence, the user can easily sign the files without getting the print of the files.
If you have not integrated the eSigning feature in your company then what are you waiting for? It is time to switch to the eSignature system. We will recommend you to convert all your important files into PDF by using PDF converters such as online PPT to PDF converter. After generating the PDF files, you can sign the files by using the eSignature system. We hope that this article will help you in shifting to an electronic system of signing the documents.
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