The information and technological age that businesses find themselves in today, requires strategic remote information access across all digital devices to ensure secure data transfer, continued accessibility and maintenance of a paperless office. Current statistics show that mobile phone subscriptions have reached 90% population penetration worldwide, and smartphones equal 42% of all new phone shipments. Within less than 10 years, the mobile smartphone has become the preferred mobile computing device among business elite and consumers that can afford them. Ensuring that your business maintains its paperless efforts by integrating smartphone remote access has become necessary for business applications, and software is imperative to maintaining that status.
Smartphones and Business
To understand the importance of remote information access integration with smartphones, you need to understand all the different ways these phones have become essential to everyday business productivity. The initial growth in smartphone use developed because of the ability to text and email while on the go. By providing consistent communication, businesses can project professionalism while streamlining important tasks. Yet as smartphones develop, other amazing features and benefits have enhanced businesses, including the ability to synchronize corporate phones with the corporate network of devices. This allows for instant updates, notifications and appointment settings internally. The modern adage, “there’s an app for that,” really conveys the importance of these phones. They can integrate with corporate software applications through the development of mobile apps allowing constant contact and productivity by entrepreneurs, executives and managers on the go. By using these phones as modems or “tethering” as it is often called today, there is no need to halt productivity as users can maintain business information while traveling by connecting their phone to a laptop.
The Paperless Ideal
Although this idea seems like a long-running joke, it has been gaining momentum within the last decade through the growth of smart mobile devices such as phones, tablets and internet connectivity abilities to through VPN or cloud computing capabilities. The reasons for going paperless have always been clear, but there should be an efficiency in productivity as a net result allowing less time at the printer photocopier, fewer documents to be mailed, and the elimination of manual paper filing. It should ultimately cut the expensive costs for supplies and storage of paper documents. Previous to the mobile revolution, this idea ran into issues by lacking the ability to access information while out of the office. Suppliers have increased their data transfer rates and costs have decreased for the technology needed. By employing document organizer software, a VPN or cloud-enabled service combined with smartphones and other mobile devices allows information to be provided to anyone, anywhere and anytime.
The last piece of this puzzle fell into place within the last 10 years with the amazing development of the iPhone – providing a realistic option for business people accessing information on the go. Yet many companies still have failed to properly enhance and maintain the complete document management system by disregarding integrating remote access software for their company’s mobile devices. By enhancing access to remote documents through the use of this type of software, companies will further enable employees to access the needed documents in a timely manner, across any operating system, mobile device, and browser platform while still enabling secure access and full-featured editing capabilities.
Many businesses have taken advantage of productivity enhancing devices like smart phones and tablets and have started to install procedures and processes to reduce paper in the office to affect both cost and productivity efficiencies. Yet by doing them separately and not fully integrating both sides of the process, the fragmentation of document and security control can negatively affect your business. Ensuring you use document organizing software across all platforms and devices greatly enhances productivity and document security.
Written by Lauren Ford of Square 9, a developer of highly intuitive, award winning document management software.