1. Eco-friendly: Going Paperless with Online Document Management
System
I have been visiting various builders and realtors to buy my dream home. Most of the builders
gave me their brochures, which included the home plan and the price per square foot. However,
an upcoming building company gave me a CD instead of their paper brochure. The sales
manager told me the CD contains the plan of their entire project as well as the price per square
foot. Seeing me being surprised, he told me that they are an eco-friendly firm who believes in
minimum paper consumption to increase their work efficiency, to save time and money. He
showed me the CD with all the project details on his laptop. It was awesome to see the whole
housing society in a multidimensional view. It also helped me visualize how my apartment
would look like when completed. Thanks to the innovative technology, which makes ‘going
green’ very much possible and easy.
Free Document Sharing made easy through Apptivo.
Benefits of Online Electronic Document Management System
Paperless office is not only environment-friendly and cost-effective, but also improves the
efficiency of the organization concerned. Either the organization can install a software which is
custom designed to conjure a paperless office or can adopt an online document management
system.
Saves Office Space – When online document management system is in place, it frees a lot of
file cabinet space. When you document papers in files, they occupy a lot of space and there is
also the possibility of it getting lost.
Easy to Organize and Keep Track of Files – Online documentation system allows the user to
organize the files and also retrieve the required files with ease. You can also keep track of the
files because they are auto arranged either by date or by name. Electronic documentation
reduces the risk of losing any important information, since you can have a back up.
© 2011 Apptivo Inc. All rights reserved.

2. Cost Effective – Adopting online file management system drastically reduces the operational
and administrative costs. Online file storage service makes the process of invoicing, project
management, pay slips and debt collection easier. Small business houses, which are using
online file management systems, need no technical support. The SaaS vendor takes care of not
only implementation, but also of maintenance and timely upgradation.
Tight Data Security – Online data management system offers better security than the offline
document storage system. The access privilege to documents can be set with online file
management system. A good online document system will display the history of accesses and
you can conduct security audit from time to time.
Quick Online Collaboration and Sharing – Introducing online document management allows
various teams to function together. Imagine the wastage of paper if the same file had to be sent
to various teams. Online collaboration becomes easy because the data can be viewed and
shared digitally. There is no loss of time, which increases the productivity of an organization.
Small businesses can leverage online document management tools to organize themselves and
contribute their bit to saving the environment. This way, they go beyond mere financial gains
and give back their bit to the nature in some way.
Maya Pillai is passionate about helping small businesses and professionals. She is a blogger for
Apptivo's Small Business University.
© 2011 Apptivo Inc. All rights reserved.