Digital versus paper forms: which is better for your company?

The main objective of any company is to optimize processes, reduce costs and improve operational efficiency. In this sense, issues as simple as moving from paper forms to digital forms can be a great added value for the company.

In this post we are going to analyze the comparison of digital forms versus paper forms to determine which is the best option to improve business productivity and to know the main advantages of the digitalization of forms.

What are digital forms?

Digital forms are electronic documents designed to collect information in a structured way through devices such as computers, tablets or cell phones.

Unlike paper forms, Smart Forms allow:

• Automate processes and reduce human error
• Integration with other enterprise systems (CRM, ERR, BPM, BMS, WMS, MES, CMMS, data analytics, automation platforms…)
• Capture information in any format (image, video, audio)
• Access to data in real time, without the need to transcribe information
• Sign documents securely

Comparison of digital versus paper forms

To understand which is the best option for a company, whether to use smart forms or traditional forms, we will unpack several key factors that make the difference between the two options.

Reliability of data collection

Paper forms may contain typing errors, incomplete or confusing information, resulting in data processing problems.

In contrast, digital forms include automatic validations, which ensure that the data entered are correct before being sent.

In addition, online forms allow you to include mandatory fields, which minimizes the omission of relevant information.

Agility in information processing

The use of traditional forms slows down workflows, since they require manual tasks such as printing, distribution and transcription of information to digital systems. This not only results in wasted time, but also in delayed decision making.

However, digital forms automate data capture, allowing information to be sent and processed in real time, without the need for intermediate steps.

Reduction of operating expenses

Using paper to record data in the field involves recurring costs in materials such as paper, ink, printers, physical storage and administrative personnel for document management.

On the other hand, these costs are eliminated with the integration of digital forms, which allows a more efficient management.

Availability and access

The big disadvantage of paper forms is that they can only be used in a physical environment and require people to hand them in manually for processing.

On the other hand, electronic forms are accessible from any device, which facilitates remote work and allows the collection of information at any time and place.

Integration with other systems

The big handicap of traditional forms is that they cannot be connected to other business tools to transmit data.

In contrast, digital forms can be integrated with systems such as CRM, ERP, WMS, BPM, MES, GMAO or databases and other software, enabling more efficient information management and faster data analysis, thus empowering your data collection processes.

Commitment to sustainability

The use of physical documents has a negative environmental impact due to the felling of trees, water consumption and waste generation.

Instead, opting for digital forms reduces the company’s environmental footprint, eliminating paper waste and promoting a more environmentally responsible culture.

Collaboration and centralization of information

With digital forms, companies can operate in a unified environment, where all data is stored, organized and consulted from a platform accessible at any time and from any device.

Instead of managing paper documents distributed in different locations, teams can collaborate in real time, share information immediately and ensure that they always have the latest version of each form, thus optimizing coordination and decision making.

Benefits of digital forms versus paper forms

While paper forms have traditionally been a tool used in business, digital transformation has shown that digital forms are the most efficient, secure and cost-effective alternative.

The digitization of data collection not only optimizes internal processes, but also helps companies to be more competitive, sustainable and future-proof.

Thus, after analyzing the comparison of digital forms versus paper forms, we are going to collect the main advantages of digitizing data collection in the field:

• Increased productivity: Reduction of time in data management.
• Fewer errors: Real-time validation and always readable data.
• Cost savings: No printing, storage or transcription costs.
• Global accessibility: Use from any device and in any location.
• Increased security: Protection against loss of documents or unauthorized access.
• Advanced data analysis: Generation of reports and statistics in real time.
• Less environmental impact: Reduced paper use and smaller environmental footprint.

Digitize data collection with FIELDEAS Forms

Data collection is a key process in many industries, but the use of traditional paper-based methods often leads to unnecessary delays, errors and costs.

FIELDEAS Forms offers an innovative solution to digitize this process, allowing a more efficient management and optimizing the workflow within your organization.

This tool facilitates the sharing, creation, management and analysis of information through interactive digital forms.

Say goodbye to paperwork, physical storage and manual transcription of data. With FIELDEAS Forms, all information is centralized in a digital platform accessible from any device, streamlining data collection and processing.

How FIELDEAS Forms works

1. Create the perfect form: Use templates or create forms from scratch with an intuitive editor.
2. Plan your team: Assign roles and profiles to each task and optimize work processes.
3. Fill out forms from the app: Collect information in the field efficiently, even offline.
4. Monitor your data: Monitor progress and manage activities in real time.
5. Analyze, report and share information: Get automated reports and share information with your team.
6. Integrate all the information: Connect FIELDEAS Forms with your systems through the API.