As technology has taken hold of the most diverse layers of society, we can increasingly see companies aligned with this new reality. Digital tools of all kinds have been applied in internal processes of the corporate routine, in order to promote greater optimization at the operational level and disposal of physical documents.
Na document management, we can observe the use of physical documents falling into disuse and giving way to digitalization. In fact, the tendency is that, in a few years, this transformation will take place completely in the vast majority of enterprises.
However, the question that still remains is: once the company file, what to do with the old paperwork? After all, the disposal of physical documents, if carried out incorrectly, can cause a series of inconveniences at different levels – harming everything from the company's data security to the environment.
With that in mind, we prepared this special article, containing everything you need to know about the differences between digital and traditional documentation; how to properly dispose of physical documents; in addition to tips for digitizing your company. Good reading!
Advantages of physical documents
Despite all the advantages offered by digital documentation, we know that the use of physical documents is still quite common in many companies. This is understandable, since the electronic document management it is still characterized as a recent process and with which many managers are still not completely familiar.
There are three main factors that influence some companies to prefer physical documents.
sense of security
Dealing with physical documents provides a feeling of security for many managers. There is still a lot of resistance on the part of a good portion of people in trusting exclusively digital items – especially in the face of possible legal issues, since the acceptance of digital documents has not yet been fully established.
independent access
Physical documents can be accessed without any electronic device, which can be seen by many as an advantage. After all, they can be carried in a folder and used normally, even if Internet access is lost or the battery of the computer or mobile device runs out.
Compliance with legislation
Although regulation on digital documents is already at a very advanced level, there are still some cases in which original or printed records are required. Some companies find it preferable not to remain hostage to these situations.
Disadvantages of physical documents
On the other hand, the use of physical documents brings a series of inconveniences, which become increasingly flagrant as the processing process progresses. Scan of companies:
limited service life
In the medium and long term, the useful life of physical documents can be a major obstacle to management. Even in front of a correct storage, the action of time on a company's papers can be fought – but not completely avoided.
space limit
Over time, the volume of documents tends to increase significantly, which can compromise space optimization – as we can easily observe in offices that have entire rooms to store their documents. archive.
Risk of loss and damage
The accumulation of papers tends to make organization difficult, and, no matter how careful you are, mistakes can occur and important documents can be lost unintentionally.
In addition, accidents such as tears, stains and others can be very harmful to the integrity of the business documents, bringing several inconveniences to the company – including financial losses.
costs involved
Documentation on paper demands a great deal of money, as it requires incessant investment in materials such as paper, ink, folders and office furniture. On a large scale, the impact on the company's budget becomes evident.
The time spent searching and handling physical documents also influences the company financially, as it delays the performance of more important activities at a strategic level.
How to correctly dispose of physical documents
With the expansion of the digitization process in companies, more and more physical material has become obsolete.
However, care must be taken when disposing of documents, as any oversight could result in the leakage of confidential information or even damage to the environment – which also represents damage to the company, since environmental violations can result in fines and other legal penalties.
In this sense, it is necessary to pay attention to the contradictions of the most commonly used forms of disposal of physical documents:
Common garbage, for example, sets precedents for third parties to find your documents and use them with bad intentions. Burning paper, on the other hand, emits fumes and gases that are toxic to living beings, in addition to being extremely harmful to the Ozone Layer.
Even the shredder does not offer complete security, since, at the end of its use, larger pieces of paper may remain, allowing keywords to be read.
Therefore, incineration and recycling are better options, as both leave no trace of company information, while they are not harmful or risky for third parties. Even so, there are some important points to note.
The first is to make sure that material will really no longer be used before sending it for disposal. You can also scan the document beforehand, if you prefer;
Pay attention to the document's temporality table. Some documents must be saved for a minimum period, while others must be maintained indefinitely.
After separating the documents, it is recommended to contact a disposal company and make an appointment. This type of company has all the infrastructure and logistics to properly dispose of its physical documents, ensuring a sustainable process in line with legal environmental guidelines.
Most of these services provide a certificate to companies, attesting that the waste was disposed of correctly, in compliance with national environmental legislation.
How to digitize your company's physical documents
The discussion on digitizing physical documents began with Law 12.682/2012, but it was in 2016 that a conclusion was established: digitized documents are legally valid upon digital certification by the ICP-Brazil (Brazilian Public Key Infrastructure).
The law also defines that temporary physical documents can be discarded after they have been digitized. Permanent or historical documents, however, must be preserved.
The scanning process itself is relatively simple, just using a scanner – however, for companies with a large flow of documents of the most varied importance, it is recommended to hire a company specialized in this type of solution.
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How can ZapSign help with your digital document management?
For a good management of digital documents, the online signature through the ZapSign platform represents a strong ally. Check the following step-by-step and see how your processes can be optimized with our special solution:
Step 1: Inform your login and password, and then be forwarded to the main page.
Step 2: Click the "New" button to create a new document.
Step 3: Click on “select document” to upload the document to be signed. The document must be in the format PDF – otherwise you will need to convert the file.
On this screen, add who your signers are from your address book or by tapping “I will sign”.
Step 4: You can make the fields invisible in the final document or choose not to request the signer's email or phone number. If you wish, request a selfie, ID photo or facial recognition. You can also choose the signer's authentication method and specify its role.
Step 5: Position the signatures, checks and texts in the document. Just click on the screen, select the signer and select signature or visa.
Click the "Copy" icon on the signature or tick to save time copying the placement to the rest of your file's pages.
If you want, add texts in your file, which will remain in the final document after signing. Click “Save and continue” to proceed to the next step.
Step 6: Share subscription links via your preferred channel. You can turn on automatic emailing, turn on automatic reminders, and set a subscription deadline.
It is also possible to define the order in which your signatories will sign the document. Notifications will only reach a given signatory after the previous one has signed.
If you are one of the signatories, click on “Sign now” to check the document and make your signature.
Step 7: After checking the content of the document, click on “Sign” and confirm your details.
Step 8: Now, just sign with your finger or mouse (or upload a photo of it). You can save this signature to use again, or clear it to redo it.
Ready! Your signature has already been made. Now, it already appears in the placed places and also in the subscriptions report.
If you want to know more about how to manage your document digital signatures, click here to learn about ZapSign services!
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
