A paperless office system without a web portal is like a police officer without a badge–there’s no proof the ability to protect is there.

The history of information exchange has brought business communication from snail mail to email, and ultimately, to its fruition in the form of client-sharing portals and forms output management.

Some technologies aren’t understood by their prospective audiences, as these audiences will frequently bring their personal experiences with existing technology to their understanding of new technologies, and when it comes to the web portal function in a paperless office system, this is precisely the case.

Most prospective web portal users hear the term “web portal” and think “Oh, this is basically just encrypted email.” However, that assumption couldn’t be further from the truth.

A web portal is a far more secure vault, whereas even encrypted email requires a process of interchange. The huge security draw in choosing to rely on a web portal instead is that you can share information without that information ever leaving the vault of the web portal.

On the other hand, email requires interchange, and if you’re going to encrypt the email, that wastes time: the web portal will do this automatically.

Additionally, email is breach-able at several intervals when it is sent, even though the send-receive process of email is practically instantaneous.


How the Web Portal Complements the Paperless Office System

A web portal like SecureDrawer is great for a paperless office system deployed in the cloud, as it encrypts data in transit and at rest. The benefit of this functionality is that file sharing can be made safe anywhere in the world, and the clients of a web portal’s paperless office system will receive that benefit as well.

Although client sharing portals and forms output management functions are sold as separate products by some paperless office system vendors, these portals and output management tools are being subsumed by tech vendors’ larger product offerings, meaning the products are not always sold separately anymore.

Although web portals in a paperless office system may merely appear to newer users as expanded storage within a paperless office system UI, they do in fact put information in transit to specific recipients on user command.

These portals are integral features of the best paperless office system products. Client-sharing portals are the most secure, encrypted, and fitting way for organizations to exchange sensitive information with other organizations or the organization’s client base itself. This ensures the lowest possible chance of a data breach or interception from unwelcome third parties.

Selecting a paperless office system with highly encrypted file-sharing and portal features is particularly important for organizations handling sensitive client, customer, or patient information.

Given that data breaches are at an all-time high, too, security concerns are on the rise, and to remain competitive in upholding compliance insurance, manufacturing, accounting, and financial services professionals must rely on these technologies to ensure customer and client trust.

The must-haves are bank-grade, 256-bit Advanced Encryption Standard (AES) compliant technology for sending and receiving information, and SSL/TLS (Secure Sockets Layer/Transport Layer Security) encryption for data dispatched from an organization’s office to the data center of its paperless office system and/or its clients.


What the Web Portal Does for Branding & Compliance

These portals, as client and customer touch points, provide room to customize the branding and design of the client-sharing portal’s platform, ensuring branding consistency via these client-sharing portals—just as an email signature would in Microsoft Outlook.

Since a paperless office system can be web-based and, therefore, be utilized in the cloud, its web portal can, too—and this offers many benefits in the marketing domain of search engine optimization (SEO).

A web portal allows its users to brand their organization through their paperless office system. Specifically, the URL of the web portal can be made accessible on your site and therefore, to your clients, therein increasing the number of site visits you get.

The more organic visitors that come to your site, the higher your rank will be in the search results of Google, Yahoo, and Bing.

As far as specific regulations are concerned, these web portal features are arguably the most important features of a paperless office system due to their compliance-centric features, and therefore should retain compliance accreditation or acknowledgement from specific regulating bodies, depending on the industry to which the organization using the paperless office system belongs.


A Concluding Note on the Paperless Office System

There has never been a medium of information management so furtively negative for workplace productivity as paper. The most difficult aspect of this phenomenon is the fact that people are creatures of habit, and they spend more hours at work than they do anywhere else.

The byproduct of these two factors is a tremendous combination of powerful resistance to change.

If employees have spent their entire working lives completing tasks with paper-dependent processes and the information silos they forge, and they engage in these behaviors for at least 40 hours of work per week, the result is a behavior that will be far more difficult to unlearn than it was to learn.

So, what can managers do in light of the difficulties such drastic changes impose? The key is to create a road map for effective change and to provide incentives to change, including throughput continuity and altering workflows in the process of document management system deployment.

As the top-rated document management vendor for SMBs, eFileCabinet provides the tools any business will need to make the change as easy as possible.