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Pros and Cons of Virtual Business
There are certain reasons for paperless business:
When an organization runs a business, it probably looks for every streamline operation, saves time and cuts costs. In such a case, the paperless business helps towards it. Let us have a brief look at this.
Pros of Paperless:
- Accessibility at the fingertips
In a paperless business organization, it is not a big deal to find out particular documents we are looking for. But it is a big task if we go for paper use business. This paperless business helps to pull out customer information faster and more accessible rapidly. For example, let us take an example of online banking. There is no time limit to know your bank details. It permits everyone whenever they need to know and hence we save our precious time.
- Sharing information and knowledge among employees
Transferring our ideas and thought, information among staff and employees is a key part of having a successful business organization. But if they scribble it out on paper, note cards then sharing or transferring knowledge would be difficult. In such a case, using digital tools helps not only to save time but also helps to circulate ideas.
- Receive customer payments faster:
It needs to invoice the customer at one point if an organization needs to extend credit to them. In such a case, instead of sending paper invoices, it is good to switch to digital invoices that save money on paper, envelopes, and postages.
- Tax payment:
It is a must pay tax for an owner of a business organization. To simplify the taxpaying responsibility, it is good to register with Electronic Federal Tax Payment System (EFTPS) and it is free and simplifies the work of job payment.
- Document organization:
The company’s efficiency and professional look will get enhanced if it has the ability to quickly locate disseminate information. Spending time on a stack of paper slows down the response time. A paperless business organization can overcome all these problems.
Cons of Paperless:
The point with the digital documentation managing system is that it will be useful to store and protect the data and documents on the server that are secure, which also means only the authorized personnel are allowed to access the files. But nowadays, internet users are very much concerned about their data security on the Internet as they consider it at risk. In other words, we can say like physical documents are becoming easy to protect rather than having it in a digital document management system. Because all these electronic files and data are tracked by the hackers and also obtain in a traceable manner. Hence, there is no protection for documents.
- Backup of data
When every file and document we store is in a digital documentation system, we must have a backup file to recover the files easily. Because there is no guarantee that the system will be stable without a crash and we get all the lost information. This is the main disadvantage we should always consider in the paperless documentation system. This issue will create an interruption in service to a business.