Physical documentation or online documents: which one weighs more in your pocket?
Is keeping physical documents really worth it in 2022?
Documents shape the history, the image, and even the legacy that your educational institution carries. This is because they are archives, recurrences, and contracts that guide the most primary point of the historical ecosystem and, therefore, a series of inspections and care are dispensed with in their preservation. But do you know how much a traditional storage model costs? We ensure that, in addition to the financial cost, there are other challenges that institutions face: the integrity and compliance of your institution with respect to current laws are also in question. Is it worth the risk? That's what we're going to talk about in today's post.
How much is your institution's historical evidence worth?
In 2020, a Matter from G1 showed the reality of a bilingual school in São Paulo, which lost years of documents, contracts, and school transcripts in a flood. In addition to this possibility, several other factors must be taken into account: since there are chances of theft, fraud and even time damage to the documents they need, By law, to be held in security and in a suitable place for physical integrity — if so your form of storage.
”We lost a lot of important documents that were in our downstairs living room. So that was a security decision, too.”, says Luciana, partner at the institution, according to the G1 report.
Another point is the loss with surveillance and with your own parents and students at your educational institution. Contracts are essential evidence for transparency and, any act or term must be provided between the lines of each document: it is the main plea When, perhaps, a judicial intervention is carried out (as is it also the main defense on both sides of the agreement). A survey by AIIM (Association for Information and Image Management), shows that there is a spent In total of $20.00 dollars towards shelve documents manually, $120.00 towards siting of archived documents and $220.00 dollars towards Redo one lost physical document — annually, per employee. This, knowing that several labor forces are needed for specifically this type of management, which takes 25 hours to just recreate one document and that, for every 20 physical documents, 1 of them Requires rework for errors, losses, or occasional losses.
Do the math! Is it worth it?
In addition to operating costs from this management, there are risks of fines for poor preservation and management of these documents. Along with this, it is also important to highlight the slowness of this ecosystem. If the office no longer has space, there is a Excessive deadline for the delivery of documents and the signing of contracts, this routine actually works in the uttermost of performance that your team can provide?
What about the contracts lost due to internal slowness?
It's also a loss. Potential students that your institution loses due to outdated infrastructure are directly reflected in your cash flow. The fact that your management spends a lot of energy on issues that could be solved with cloud storage, for example, may compromise:
- The progress of projects
- A integrity and consistency Of the data
- delivery Of results
- Pedagogical calendar
- The level of sustainability of your institution
- Your spotlight In front of other schools and universities
- O backlog Excessive demands
- A overloading From the Secretariat
This internal congestion is so harmful because it unintentionally impacts the image that your institution will carry. Manual management is repetitive and often redoubled, as it is prone to an inflated margin of error.
How to convert loss into profitability?
Organization is one of the most essential pillars of any project, company, institution, etc. Then, practicality appears as an almost mandatory factor, given that today we live in what is considered the Age of Agility. The behavioral profile of every type of consumer is based on Law of Least Effort.Finally, the reduction of operating costs emerges as the golden key to successful management. An example of this is Nubank itself: a simple and modern digital bank that can offer its services free of charge (or for a minimum price) - precisely because it does not waste physical space, paperwork and traditional procedures. Result? High adherence of users by easiness, suppleness and low cost.
Where do I start?
Optimize! Did you know that, during this period of enrollment and re-enrollment, several schools in the country are already well advanced in the process with digital signature? The operation is simple and avoids queues, overcrowding and possible dropouts of parents and students from your institution. Would you rather wait for your student's guardian to take a day off work early, just to sign the registration form? It can sign instantly from wherever you are, in less than 1 minute. With its digitally offered processes, you can:
- bigger agility on effective enrollment and authorization terms
- Practicality and clearness when issuing contracts (both for employees and suppliers, and for parents or students).
- Costs Minimums
- Validity and legal protection, configured by law 14,063/2020
”And what changes in my documents?” Easy!
- Cloud storage, more holds What physical storage
- Control and siting agile and automated
- Tech armored against unknown accesses
- downturn From rework, documents come and go, margin of error and accidents
Don't expect the world to stay the same forever
We experienced a moment that many call Fourth industrial revolution! Clicksign believes in information culture and assertiveness. We know when it's time to change and we want to bring that revolution to you too.Try our Digital Signature platform for free for 15 days, and come back here to tell us everything that changed — because we know it's going to change. Until the next post!
