Translated from 日本語 • View original 
Hello!
This is Shimojima, a writer.
In this article, we will introduce the paperless document and the three functions that can be used with Colorkrew Biz.
Especially for those in charge of general affairs, this is a topic that I would like you to see.
I would be happy if it would be helpful for general affairs to take the lead in promoting paperlessness.
What are the 6 benefits of going paperless?
A bundle of administrative documents that accumulates more and more in daily work.
There are benefits to making these documents paperless.
Specifically, the benefits are:
- Eliminate the need for document storage space and use it for other purposes
By going paperless, there is no need for shelves that used to store documents.
You can also reduce the cost burden of "purchasing new shelves to store documents that cannot be entered".
If the vacant space is effectively used as a concentration space for work and a refreshment room, the productivity of employees will increase.
- Prevents losses due to earthquakes, disasters, and paper deterioration
Going paperless is also useful when important paper documents become unreadable due to earthquakes or disasters.
There will be no more problems that make documents unreadable due to paper deterioration. - Avoiding the risk of information leakage by taking out confidential information on paper
If a company manages confidential information on paper, it is impossible to know who took it out, and in the worst case, there is a risk of information leakage due to loss or misplacement.
If you go paperless and manage it with data, you will have less such worries.
However, not everything is safe if you manage your data, and it is important to take security measures such as restricting access
- Immediately retrieve information through data conversion
You will be able to check the relevant books and documents on the network from anywhere.
As a result, there is no need to search for documents to read, which leads to improved work efficiency. - Reduced Paper Document Processing Costs
According to a survey by 11 Keidanren member companies, the cost of preserving tax documents is estimated to be about 300 billion yen per year.
Going paperless also contributes to reducing these storage costs. - Facilitates remote work
If paperless documents eliminate paper communication, there will be no need to come to the office and print out internal meeting materials when you have to move to remote work during a disaster or pandemic.
And it is possible to facilitate online meetings.
Risk management by going paperless is also important!
There is also a disadvantage of digitizing all documents by making them paperless.
These are problems such as external loss of electronic data due to information leakage and unviewable state when system failure occurs.
For information leakage problems, it is necessary to strengthen internal security measures, and for system failures, it is necessary to take measures such as thorough system backups and securing multiple storage destinations.
6 Tasks Made Easier by Going Paperless
"I've seen the advantages and disadvantages of going paperless, but what will make my work easier by going paperless?"
Here, I would like to take a look at the work that makes it easier with specific examples to answer such questions.
- Facilitating Digitization and Cloud Management
By going paperless, documents can be managed electronically and in the cloud.
By eliminating the need for analog paper signatures and seals, it is possible to reduce the time required for applications to supervisors, approval work by the human resources department, and payment work.
Since work is completed on the system, it will be possible to smoothly approve even if the boss is absent and you are not in the office remotely.
If you use electronic contracts with business partners, you will no longer need to stamp or mail contracts.
Facilitate the sharing of business manuals, sales materials, etc.
You can make business manuals and sales materials paperless and reduce the time and effort of printing paper.
Online meetings can also be held while sharing materials on the screen.
In addition, purchase orders, quotations, invoices, etc. can be sent and received online.Make time and attendance easier
Attendance management, which used to be done with time cards, will be systematized and made easier.
The general affairs staff checks all employees' paper time cards at the end of the month, freeing them from the analog work of entering attendance in Excel.
- Make Paystubs Easy
The pay stubs that are handed out on paper every month are a nice thing.
However, considering going paperless, I would like to eliminate paper pay stubs.
As a general affairs manager, the hassle of printing, encapsulating, and distributing payslips and the burden of mailing to outsourced employees are troublesome.
If it is digitized and paperless, each employee will be able to check their salary at any time on the web, which will improve work efficiency.
- Facilitate the application to be used for expense reimbursement
Some companies may submit an application form for transportation expenses such as IC cards and taxi fares on paper.
These paper applications can also be made paperless.
Going paperless can reduce the time it takes for general affairs to check and enter into the software, and the time it takes to correct and approve mistakes.
- Facilitate meeting room booking
In some companies, the general affairs manager enters the reservation status of the conference room into Excel and shares it with all employees.
It is troublesome for people who use the conference room to print out the reservation sheet each time, and the paper cost is wasted.
These problems can be solved by going paperless using a reservation system.
All employees will be able to share their meeting room reservation status on the system.
There is no need for the general affairs staff to go out of their way to check the reservation status of the applicant.
3 Management Features of Colorkrew Biz for Paperless Convenience
Colorkrew Biz offers three features that can be used to go paperless.
Attendance management is a clock-in linkage function of Colorkrew Biz!
Analog attendance management, such as clocking in with a time card, can be solved with Colorkrew Biz's clock-in management function.
The method is simple.
First, hold up the QR code.
Next, press the clock-in/out button and you're done.
It's very simple, isn't it?
This method eliminates the hassle of having to go through the time card when you come to work.
As a general affairs manager, you are freed from the hassle of collecting time cards and entering them into Excel.
If you have a free address, you can also put a QR code dedicated to commuting to and from each seat!
When a time card is placed in one place, it is very helpful for me to have a psychological pressure of "I have to go to that place and clock in."
Meeting room reservations are solved with Colorkrew Biz's equipment reservation function!
The hassle of the general affairs staff going out of their way to check the reservation status of the applicant is solved by the space status function of Colorkrew Biz.
Visualization of space status
If you narrow the date by the space situation in the list function, you can see "which meeting rooms are available" and "what kind of meetings are taking place" in a list.
If there is an empty conference room, you can make a reservation as it is.
There will be no work where the general affairs manager has to check the vacant conference rooms one by one.
Avoid information leakage problems with access restrictions and single sign-on!
Leave the problem of electronic data leakage to Colorkrew Biz, which is a concern due to paperlessness.
Access restrictions
To ensure compliance with the security policies of each company, administrators can set device usage restrictions and connection source IP restrictions from the management screen.
You can also access only Intune-managed devices in mobile device management (MDM) that are responsible for monitoring device usage, security measures, and preventing laptops, tablets, and phones from being lost.
Single sign-on support
You can use single sign-on to use email and internal systems with a single ID and password.
This avoids the hassle of entering a password every time you access it and the risk of information leakage due to password leakage.
It supports multiple cloud services such as Azure AD, Google Workspace, Okta, and HENNGE One. (*Additional initial costs will be incurred.) ）
Conclusion
In this article, we covered the paperless internal documents and the functions that can be used with Colorkrew Biz.
There were six advantages to going paperless.
- No need to create storage space for documents and can be used for other purposes
- Prevents losses due to earthquakes, disasters, and paper deterioration
- Avoiding the risk of information leakage by taking out confidential information on paper
- Immediately retrieve information by digitizing
- Reduced processing costs for paper documents
- Facilitates remote work
I also found that it would be easier to manage attendance and reserve conference rooms in actual work.
While it will be easier, you must be careful about security issues such as information leakage, but if you take solid measures, there is nothing to be afraid of.
Colorkrew Biz allows you to manage attendance, book meeting rooms, and handle security.
Why not introduce Colorkrew Biz and go paperless with documents?
We also have these other features, so if you are in charge of general affairs at a company that is interested, please contact us!