Tag Archives: paper work

The Pros & Cons Of Still Keeping Paper Documents

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The Pros & Cons Of Still Keeping Paper Documents

We’re constantly surrounded by digital technology in every aspect of our working lives. Most of your job is spent using a computer or another electronic device. You send emails instead of letters and deal with a lot of digital data. And yet, some workplaces still keep paper documents. These can be bills, contracts, or anything else that might be important for your company. Unfortunately, keeping paper documents comes with its fair share of drawbacks and problems. But, you could argue that it also has some advantages. Is it worth maintaining a collection of physical documents in your workplace? Let’s look at the pros and cons:

Pro – A fail safe for lost digital assets:

What happens if a computer breaks down that contains lots of key documents or data? It had a list of clients on there with their addresses and contact details. Or, it contained all of your bills for that quarter. You didn’t back anything up to the cloud, so it’s lost forever. Paper documents provide a fail safe in case of any digital issues. You have copies of important documents that you can now look at and use. This can be so helpful in situations when you’re trying to manage your books but can’t find the digital versions of bills and transactions.

Pro – Some customers/clients prefer physical documents:

Not everyone enjoys getting things digitally. Some of your customers may want actual physical copies of contracts and other key documents. If you only provide them with digital versions, it might lead to some annoyance.

Con – Easier to lose/damage:

The big problem with physical documents is that they are far easier for you to lose or damage. All it takes is some bad weather or an accident to spill water on a box full of documents. Immediately, they’re damaged almost beyond repair. Sure, you can use expert contents restoration services to try and bring them back to life, but it might be too late. Just like that, you’ve lost some truly important data or information that you’re unable to recover. When things are stored digitally or in the cloud, it is almost impossible to damage them. You can keep numerous copies on multiple devices to ensure that, if one copy does get damaged, there are many others to call upon.

Con – Harder to keep track of:

Keeping paper documents is a lot harder than keeping digital ones. You need a filing system that keeps everything neat and tidy at all times. Already, this poses some issues relating to your workspace. Is there physically enough space for you to have multiple filing cabinets to store all of these documents? Then, you have to consider how hard it is to keep track of all the documents. When you need a specific thing, how quickly can you find it among your paper documents? You’ll take a few minutes at the very least – and that’s if you have an awesome system. If things are stored digitally, they can be found in seconds by running a search.

Con – You use lots of paper:

Paper usage should be decreasing as we look to fight for a more sustainable planet. In fact, one of the simplest ways to make a business more sustainable is by becoming paperless. You drastically decrease the demand for the paper industry, meaning fewer trees get cut down and turned into paper. If every business went paperless, we might have a genuinely positive impact on the planet. So, keeping paper documents means you technically increase your carbon footprint by a tad. If you want to use less paper around the office, perhaps you should consider getting rid of paper documents and going digital.

All things considered, paper documents don’t really have that many advantages. It can be handy to keep some physical copies of important things – like supercritical contracts, licenses, etc. But, in the grand scheme of things, most businesses shouldn’t have a huge collection of paper documents anymore. Instead, the focus should be on taking your old documents and digitizing them! They are safer when stored on devices and stored in the cloud. The world is going paperless, maybe it’s time for your business to follow suit?

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Paperwork Priorities: Travel Admin To Take Care Of In Advance

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Paperwork Priorities: Travel Admin To Take Care Of In Advance

When you’re looking to travel, it’s sometimes easy to believe that you can just book a flight and head out. Okay, so technically, you can do that – but it’s not always the best way to go about things. Making sure that all bases are covered is important. If you’re a stickler for organization, then this is something that you’re definitely going to want to plan for in advance. However, it’s not always easy to know what pieces of paperwork you should be filling out.

If you want to make sure that you can enjoy your trip safely and responsibly, then there are certain pieces of admin that you should focus on. Both for planning the trip and enjoying it while you’re there, here are some key things that you should take care of well before your departure:

Apply For Any Visas:

As soon as your trip is booked, you should definitely look into the visa requirements. Of course, not every trip that you go on will need a visa, but if you are leaving the country, then it’s best to read up on the visa issuing details as early as possible. Then, if you do need a visa, you will have plenty of time to get your application in and secure your visa before you leave.

Get Travel Insurance:

Next, you should think about securing your travel insurance. Whenever you do any kind of travel, it’s essential that you have the right insurance. That way, should your trip get cancelled, you lose any luggage, or have an accident, you’re covered. This is a form of admin that you can iron out early on. By getting your coverage in early, you’ll have one less thing to do closer to your travel date.

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Don’t forget your map and sunglasses!

Check On Health Insurance:

Another key thing to check out is the kind of health coverage that you need. If you’re traveling nationally, then you should be fine with the coverage that you have. But you will need to check if you’re covered abroad. Sometimes, your travel insurance will cover you. But it’s something that you do need to look into, and perhaps purchase if necessary, before you leave. Don’t just assume that you are covered, because we all know the old saying about assuming…

Get Your Pet’s Paperwork:

If you’re taking your pet with you, you’re also going to need to get their affairs in order. If necessary, you should get your legit ESA registration confirmed as soon as possible. Remember to also bring any medications, special foods, and treats that your four legged friend might need, as well.

Get Your Shots:

You’re also going to want to think about the shots that you might need, too. Again, if you are staying in the country, then you may not need to do this. But if you’re traveling internationally, then you’re going to want to check up on any vaccinations that you may need. You can find all of the information that you need online for this, and you can also check with your doctor if you want to make sure that your shots are up to date.

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Order Foreign Currency:

Once all of your paperwork is a go, you’re also going to want to put your order for foreign currency in. Depending on where you’re going, you may even be able to pick this up from your bank just by heading in. If not, you can simply place your order and pick it up when it’s ready.

Prepare Your Travel Information:

As you’re finishing up, think about how you’re going to store all of your newly acquired info, should something happen. You can actually store your travel information safety online, should you need to access backup documents. From your passport to flight details, you’re able to keep copies of all of your important travel information in case you lose anything.

Fill Out Your Pre-Flight Information:

Your final step is something that you can only do close to your actual travel date. Some airlines will want you to fill out your pre-flight information online. This not only saves you time when you get to the airport, but it can be a legal requirement, too. When you do book your trip, make a note of when you can do this and be sure to get your information in as soon as you can.

Traveling is a blast, but traveling with the peace of mind that all of your affairs are in order is even better. Get organized, get ready, and have the trip of your life!

Featured Image By: Pexels