A paperless office software solution should have the following features. It is helpful to know what to look for before going paperless in your office

1. Paperless Office Software
A guide on features
Going Paperless in the Office

2. Paperless Office Software
An introduction
The options with paperless office software are many, and not all of them are the
same. Various configurations and software features encompass all of what is
known as paperless office software systems, and finding the right one can be a
daunting task. We are going to look at some basic options and features that
should be included in your document management software. Without knowing
what is capable from your paperless solution, you may be leaving options on the
table that you would benefit from.

3. Some Paperless Office
software tools and features

4. Scanning a Document Into Paperless
Form
Scanning a document that is paper, into its paperless
form, then into the paperless software system.
Electronic forms created from regular paper forms.
This might include PDF forms created in Adobe that
can now be integrated with your paperless software.

5. Automatic Form Filling
You can quickly and automatically fill out records
in your paperless office software by way of
electronic forms. These forms can be changed
and information added right in the paperless
system. They can also be sent via email, or filled
out on the web. Once that information is in the
system, it can be reproduced in other forms you
have or create in the future.

6. Advanced Capture
A good paperless document solution for your office will be
able to scan paper documents then automatically file
them. This is known as advanced capturing. The scanner
can use OCR, which is optical character recognition. It will
then read portions of the scanned document, and then file
it accordingly. So, for instance, it can read an invoice
number or customer number, and automatically file that
copy into the paperless office software. Therefore, you will
not have to hand file scanned copies of paperless
documents into their correct folder or data storage
structure. This saves you time and money by doing it
automatically when you begin to go paperless in the office.

7. Paperless Security
With paperless, document security can be achieved to the
granular level. You can set users to have read permissions only.
You can set them to not even see a certain document, or types of
documents. Also, you can file documents in folder where only
certain users or users belonging to a group can access. This will
assist users or staff members only seeing the paperless
documents relevant to their job function.

8. Paperless Office Software Auditing
Paperless office software is great for HIPAA compliance. It can
leave an audit trail of any viewing or modification of documents.
You can also go back in time and see how the document was
changed, by whom it was changed, and if it was deleted. All
document histories are tracked and time stamped.

9. Paperless Integration Software
Paperless office systems can often be integrated with many other
systems. This is great for businesses that keep a system of
record in some other database. It also helps to grab a data dump
of existing data, and import it into the new paperless office
software. This can be done automatically by querying a
database. It can also be read from CSV or excel files. In
addition, the paperless software can be synced with a database,
so that database always maintains itself as the system of record.

10. Workflow of the Paperless Office
Work-flow is one of the key advantages of a good paperless office software
system. Since each user will have his or her own login to the paperless
system, they can be passed documents. When they are done with a
document, and have completed the associated tasks on it, it can
automatically flow to the next person. A user or group of users can also
monitor a certain filing cabinet. When new documents come in, then take
on the task of that document. This way, you will never not know where a
document is that has been “sitting on someone’s desk.”

11. Paperless E-Signatures
Many digital paperless documents need to be signed. You can
easily integrate a pen signature tab with your document
management system. The signature can even be saved. Once
saved, a user can authorize that signature to be printed on a form
by entering a personal pin code they establish. In addition,
customers can come into the office, and sign a signature tab to
have their signature produced onto a paperless document form.

12. Paperless Office Software Benefits
Since a paperless office offers many benefits, it is important to know what
features are out there. Paperless office software can help you serve your
customers better, and take the pain out of dealing with vast amounts of
paper documents. There is no more looking for a document when you need
it. It is always at your fingertips and can be searched for by typing a simply
query just like a Google search.