For forward looking businesses, e-forms have changed the way that documents are handled and information collected. E-forms have had a positive impact on the expenditures made by companies for document processing. E-forms reduce the costs of form handling, sharing, filing, storage and printing. Use of E-forms dramatically reduces errors and improves the quality of entered data through the use of automatic validation for every type of form. E-forms allow the imposition of a complete audit or approval trail and require no special training for staff, clients or customers. Using e-forms forces data, at time of entry, to be formatted correctly and consistently, allowing data to be saved automatically in a centralized, digitized manner. Saved E-forms remain available for future review, processing or analysis which saves work time, effort and company expenditures.
With the advent of the personal or desktop type computers, many business gurus predicted the day of the paperless office had arrived. It has been thirty years since those proclamations and only now, thanks to the increased use of E-forms, can that statement be considered true.
E-Forms are Staff and Use Friendly
E-forms are not intimidating, even for older company staff. If the forms are meant for clients or customers of the business to fill out, they can be completed at any convenient time. E-forms can even provide guidance for the proper content to be placed in every field on the E-form. Electronic forms can be easily duplicated simply by using the standard copy and paste operation that every computer user is familiar with. E-forms can also automatically pre-fill some user related fields, as soon as the identity of the user is authenticated.
E-Forms Save Time and Money Spent on Company Document Processing
Due to the reduction of e-form data entry errors, thanks to automatic form field validation control, the average processing time for any form is reduced by at least forty percent. This increases the efficiency of employee staff working with e-forms. In addition, e-forms can reduce or even eliminate printing costs, on items such as paper, ink and toner, as well as the costs of equipment and space for traditional filing systems. Further savings are found because integration of electronic forms with existing company database systems is as easy as choosing the format in which the e-form is saved.
Benefits of Increased Data Security and Client Satisfaction
Data entered into an e-form is immediately saved, in a coded format. If data entry is done from outside the company, receipt is accomplished by using secure Internet servers for collection of secure e-form data directly into the company database. This manner of data receipt is at a higher level of security than hand, or regular mail, delivery. Client and customer satisfaction is also increased, because their personal data can be entered and submitted, without the need for interaction with anyone else. This is important in this century, as identity theft becomes an ever increasing problem for businesses and individuals to overcome.
E-forms are bringing the modern office of the 21st century closer to the promise of a paper free operation, especially when e-forms are combined with networked, multifunction data management equipment and systems. E-forms help office operations reduce their impact on the environment. They also help reduce the carbon footprint of administrative operations. They are beneficial, cost saving and make good sense.
The preceding article was provided by Alex L., blogger/writer for Avoka Technologies.