Eliminating Paper Via Automation and Enterprise Forms Automation
The need for paper is eliminated by using online systems, such as replacing index cards and rolodexes with databases, typed letters and faxes with email, and reference books with the internet. Another way to eliminate paper is to automate paper-based processes that rely on forms, applications and surveys to capture and share data. This method is referred to as "Enterprise Forms Automation" and is typically accomplished by using existing print-perfect documents in electronic format to allow for pre-filling of existing data, capturing data manually entered online by end-users, providing secure methods to submit form data to processing systems, and digitally signing the electronic documents without printing.
The technologies that may be used with Enterprise Forms Automation include -
- Form Technology (e.g. Adobe PDF) - to create, display and interact with documents and forms
- Enterprise Forms Automation software - to integrate forms and form data with processing systems
- Databases - to capture data for prefilling and processing documents
- Workflow platforms - to route information, documents and direct process flow
- Digital signature solutions - to digitally sign documents (used by end-users)
- Web servers - to host the process, receive submitted data, store documents and manage document rights
One of the main issues that has kept companies from adopting paperwork automation is difficulty capturing digital signatures in a cost-effective and compliant manner. The E-Sign Act of 2000 in the United States provided that a document cannot be rejected on the basis of an electronic signature and required all companies to accept digital signatures on documents. Today there are sufficient cost-effective options available, including solutions that do not require end-users to purchase hardware or software.
Read more about this topic: Paperless Office
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