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The paper waste caused by through meetings has become a concern. With the development of technology, can we abandon paper meetings and create a green and environmentally friendly paperless meeting? Thus, the paperless meeting system came into being.
Paperless meeting is a new concept of paperless meeting interactive system based on the development and realization of traditional meeting. It is a paperless meeting interactive system based on mobile Internet.
It adopts a new meeting model, virtualizes all the links in the traditional meeting process, digitizes the main information and bearing media, integrates various information technologies into all aspects of the meeting and runs through the whole process of the meeting, and mobile meetings all frequently held meetings to IOS and Android platforms, allowing users to accomplish more tasks in less time than before. At present, the main application is paperless meeting on Android system platform, which mainly realizes the functions of meeting file distribution and synchronous presentation. It requires real-time and confidentiality of document synchronization.
One of the basic features of the paperless meeting system is that the conference room is equipped with a large screen with public video display and a seat display that is individually controlled and used by each seat. When selecting the seat display or asynchronous display, the participants operate the intelligent terminal by themselves. The smart terminal in this case is like a standard computer used independently. Each participant can voluntarily switch between synchronous and asynchronous displays to display public signals with one click.
Time spent filing, organizing and searching paper documents can be spent on more productive tasks. Digitized documents are stored in a central repository, which is essentially a well-organized digital filing cabinet where all your documents are housed.
With a digital document management system, you'll be able to take advantage of the same powerful search capabilities you use on Google. This means that employees can find documents with the click of a button, which is much faster than the tedious manual process of searching for a specific file in a hidden folder.
Paper takes up a lot of space - as do filing cabinets and the space to store them. Books and bookshelves are also bulky. To make matters worse, paper keeps piling up, usually faster than it can be sorted and organized. This is especially true for industries like the financial industry where paperwork has a mandatory long retention period.
Digital files allow you to store all your documents on a local server or in the cloud. Digital folders in a repository require much less space than archiving physical records.
Going digital improves process efficiency and saves you money. A paperless office can handle more paperwork in the same amount of time than a traditional office.
In addition, going digital reduces the amount of time spent on paper, printers, ink, postage, file office space and staff time managing paperwork. For regulatory audits and repetitive high-volume tasks such as expense reimbursements, the staff time saved becomes especially valuable.
Document management software provides a simple process for saving documents. The software makes it easy to compile digital documents using a scanner, capture on the move using the camera on your phone or tablet or import any file type (.docx, .pdf, image files). Many popular applications, such as Microsoft Office and Adobe Acrobat, integrate with the document management system and have native plug-ins that allow you to archive documents into the content management system with a single click.
Physical documents are difficult to track - large amounts of paper can be lost, misfiled or destroyed without anyone noticing. Monitoring access, printing and copying of sensitive documents can also be difficult. Document management software has advanced security features that can address these challenges. Implementing document management software also allows organizations to leverage electronic signatures, edit confidential information, create audit trails, and more.
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