3 reasons to get rid of paper and start electronic data collection
Forms are used across almost every industry and department, from order requests and customer complaints to employee onboarding and internal approval requests. They help organizations collect the information they need to operate efficiently. However, when forms rely on paper and manual processing, collecting, sharing, and analyzing that information can quickly become time-consuming and costly.
Electronic forms offer a practical alternative. By digitizing data collection and connecting it to existing business processes, companies can reduce manual tasks, improve information quality, and make better use of the data they collect.
Discover three reasons to replace paper forms with electronic data collection, along with practical examples of how digital forms can simplify everyday business operations.
The challenge of paper-based formss
Paper forms may seem simple to use, but managing them throughout their lifecycle presents several challenges. From the moment a form is created to the point when its information is processed and archived, every manual step can introduce delays or errors.
Missing or inaccurate information
- Paper forms offer limited control over how information is entered. Handwriting may be difficult to read, mandatory fields can be left blank, and users may provide information in inconsistent formats. Forms can also be misplaced, damaged, or lost before the information they contain has been recorded.
- These issues can lead to repeated requests for information, additional administrative work, and delays in processing applications or requests.
Time-consuming data processing
- Collecting information on paper is only the first step. Employees must then distribute forms, collect completed documents, check their contents, enter information into business software, and file the original documents.
- When several departments are involved, these tasks can create bottlenecks. Employees spend time handling administrative work instead of focusing on activities that require their expertise.
Limited access to information and analysis
- Paper documents are not easy to search, compare, or analyze at scale. Finding a specific form may require searching through folders or contacting another department. Comparing responses or identifying recurring issues can also involve manually transferring information into a spreadsheet or database.
- As a result, the information collected may be difficult to use effectively, even when it could help teams improve their processes or make better-informed decisions.
Catalogue: Digital Content Service Plaform
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3 key benefits of electronic data collection
Switching from paper-based forms to electronic forms changes how organizations collect, process, and share information. Here are three key benefits.
Save time and reduce administrative costs
Electronic forms reduce the need to print, distribute, scan, and manually file documents. Once a form has been completed, its information can be made available for processing without requiring employees to re-enter every detail into another system.
For example, during employee onboarding, HR teams can use electronic forms to collect contact details, administrative information, and supporting documents. Instead of circulating paper forms between employees, managers, and HR, they can collect the required information digitally and integrate the next steps into an established workflow.
The same principle applies to customer complaint management. A digital form can help support teams capture the details of a request in a consistent format and forward it to the appropriate department for follow-up.
Reducing repetitive tasks allows employees to spend less time on document handling. It can also limit costs associated with printing, physical storage, and correcting data-entry errors.
Improve information sharing and process visibility
Paper forms can be difficult to track once they leave the person who created them. Employees may not know whether a document has been received, who is responsible for processing it, or whether additional information is required.
Electronic forms make it easier to centralize information and share it with authorized users. Depending on the solution and its configuration, submitted forms can be directed to the appropriate department, assigned for review, or integrated into an approval workflow.
Consider a purchase request. An employee completes a digital form containing the requested items, estimated cost, and relevant supporting documents. The request can then be sent to the responsible manager for approval before being forwarded to the purchasing department.
This approach makes the process easier to follow and reduces the need for repeated emails or physical document transfers. Centralized storage also helps employees find the information they need, subject to their access permissions.
Improve data quality and simplify analysis
Electronic forms can guide users through the data-entry process. Depending on the available features, organizations can configure mandatory fields, drop-down lists, date selectors, and other input formats to make information more consistent.
These controls help reduce incomplete submissions and limit variations in the way information is recorded. For example, a customer complaint form can require a reference number, a description of the issue, and a category before the request is submitted.
Digital data collection also makes it easier to transfer information into other business applications. Rather than manually compiling every response, organizations can connect their forms to existing systems when suitable integrations are available.
This can help teams monitor requests, identify recurring issues, and analyze collected information more efficiently. The result is not just a faster collection process, but also information that is easier to use throughout the organization.
If you missed this one, you could also watch our video on customer complaint management to see electronic forms in action!
You should also read:
Digital archiving: Why go paperless?
Trust the form digitization process step by step
The Open Bee eForm module associated to the Open Bee DMS platform enables to manage this type of documents in a global way; from creation up to the storage including input, processing, and analysis.
- Create simply branded forms in a few minutes, or use prebuilt templates and using drag/drop mode: date and time, drop-down list, attachments, images, files, handwritten signature, etc.
- Share instantly responsive electronic forms for Desktop and Mobiles with your employee and mobile workers, for an easy and quick fill-in.
- Collect data immediately from Android, iOS, or any Windows devices.
- Simplify collected data communication, approval, and processing thanks to dynamic triggering of approval workflows.
- Centralize all completed e-forms and ease their analysis.