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Thanks to advances in technology and a constantly changing business environment, modern companies are increasingly focusing on digitising their operations. Electronic documents are changing the information management habits of both individuals and companies of all sizes. Transferring traditional paper-based contracts, consent forms, reports and other documentation to a digital document repository offers a number of advantages, including convenience and efficiency.

This article briefly discusses the key benefits of ZebraSign’s electronic document storage solution, which will not only allow you to enjoy efficient documentation management, but will also make it easier to manage information in your professional life.

Accessibility and efficient search 

Our electronic document storage solution allows you to access your documents from anywhere, anytime. Once you’ve uploaded your documents to ZebraSign storage, you’ll be able to access your information on a wide range of devices, including computers, smartphones and tablets.

This flexibility improves collaboration between teams, as team members can work on documents simultaneously, regardless of their physical location. You can create folders, bookmark and organise documents according to the structure you choose. It’s no secret that data structure can be critical when working with clients. So this much better accessibility to data management promotes a more dynamic and agile working environment.

It can be a time-consuming task to find specific information in traditional document cabinets and folders full of paper contracts. ZebraSign’s electronic document storage system features powerful search functions that allow users to quickly locate documents based on keywords, tags, folders, dates or other relevant criteria. This search efficiency saves time and increases productivity.

Electronic submission of documents for signature

Digital documents are light years ahead of their paper ancestors when it comes to signing. Typically, at least two parties will sign a contract or other important company document, and the number of signatures can increase if there are more parties involved. Sending one such document to different parties and distributing all the signed copies can therefore be time-consuming and costly.

While e-signatures have long been a thing of the past and have spread across a wide range of industries due to their convenience, ZebraSign goes further by combining e-signatures with document creation and signature submission in one system. Now you can submit contracts, commercial proposals or other documents for signature in one place, with just a few clicks of a button.

Sending documents to be signed by email and uploading them to a separate system creates the need for a lot of extra steps, so being able to manage everything in one system not only saves time, but also reduces the likelihood of potential mistakes. This is even more likely if you need to send a document and get signatures from 10 or more people – ZebraSign group documents allow you to reliably reach any size group and do it all without printing a single sheet!

Electronic documents free up your office space

One of the very important advantages of electronic document storage is the elimination of the need for physical space to store documents. Traditional paper-based documents require large cabinets and storage areas, which take up a significant amount of office space and require certain conditions to be created – high humidity can permanently destroy documents, and if security is not ensured, the loss of confidential documents can be even more problematic.

ZebraSign’s electronic document storage, on the other hand, allows large amounts of data, including documents, to be stored in a compact digital format. This not only reduces the cost of space but also opens up space for more productive use.

Traceability of changes and security

When many people are editing and creating a single document, it is important to know who made the correction and when. Our electronic document storage system provides templates and forms to conveniently track changes by date, person and to ensure that you are always working with the most up-to-date version of a document.

In addition, electronic documents are protected by access control measures, reducing the risk of unauthorised access and increasing the overall security of documents. You will always know who has accessed and worked on your document.

Digitised documents no longer need physical protection, guards or surveillance cameras. The ability for multiple users to access the same document in digital form will greatly improve collaboration between colleagues working in different cities or countries, while maintaining the same level of document security.

Lower costs and sustainability

There are significant cost savings to be made by using ZebraSign electronic document storage. Costs associated with paper, ink, printing equipment and physical storage are significantly reduced. Costs associated with document distribution, mailing and courier services are also significantly reduced, as digital communication and file sharing are fast becoming the norm in everyday business. In the long term, businesses and individuals benefit greatly from streamlined processes and reduced operating costs.

Reduced costs are also closely linked to sustainability. The environmental impact of paper production and waste is a growing concern. Electronic document storage offers the opportunity to contribute to environmental sustainability by reducing paper consumption, reducing the need for printing and resulting in a significantly lower carbon footprint associated with transportation. Digitisation and the orderly storage of documents go hand in hand with environmental friendliness, making it a socially responsible choice. 

Backups and regulatory compliance 

ZebraSign’s electronic document storage system has automatic backup functions to ensure that valuable data is regularly and securely backed up. This reduces the risk of data loss due to natural disasters or other unforeseen events, which is often a consideration when storing documents in traditional paper form. You will always be sure that you will have your document and be able to use it no matter what happens.

Compliance with regulatory standards and data protection laws is key across industries. Our electronic document storage system has features to ensure compliance with industry-specific regulations. This includes secure encryption, audit trails and access control, giving organisations the tools they need to meet legal and regulatory requirements.

Why use ZebraSign’s electronic document storage solution? 

The benefits of ZebraSign electronic document storage are revolutionising the way information is managed and accessed. As technology continues to evolve, the convenience offered by digital document storage is becoming increasingly necessary. Digitisation reduces the need for physical storage space, ensures accessibility and search efficiency. Important elements of digital document storage such as version control or security fit perfectly with the cost-saving, backup and recovery that are critical for every company.

The development of digitisation is inevitable as the volume of data increases, so that paper copies of documents will in the near future be seen only in special archives. ZebraSign electronic documents used in conjunction with e-signatures allow you to enjoy the speed and reliability that is important to every company and employee.

Other benefits, including environmental sustainability and regulatory compliance, contribute to a more streamlined and productive digital ecosystem. As businesses and individuals enter the digital age, the era of cumbersome paper-based systems is giving way to the convenience and efficiency of electronic document storage solutions.