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Archive for the ‘Electronic Forms’ Category

Standard Forms Vs Electronic Forms

Thursday, April 28th, 2016

STANDARD FORMS

Every business has at some stage relied on forms to gather the data from customers or organizations.

The paper based forms have been the cornerstone option of this data gathering process for a long time. Paper based forms are required to be filled out on the spot with a pen. They can be distributed to end user/organization via regular mail services.

The typical business process cycle of paper based forms looks something like this:

Standard form business costs directly related to your business:

• Sourcing out printing provider and arranging printing of the forms• Selection/buying proper paper stock for printed forms

• Providing/organizing storage for forms

• Distribution of the form (via regular mail services or non-regular mail services)

• Wastage of obsolete forms

• End-user form data error (omissions, errors)

There will also be substantial time needed, before the form finishes its cycle and is ready to be submitted to database.

Most time consuming steps are: printing, distribution of form to/from end user/organization, data unreliability (errors, omissions) and your input of completed form data into database manually.

Additional costs: If the form details change or if any update to the forms is applied than a reprint of the physical form would be required. Wastage of obsolete forms would occur.

eFORMS

eForms are electronic versions of a standard form.

They go by many names. eForms are also known as: editable forms, interactive forms, smart forms, PDF forms, digital forms, Acrobat forms, fillable forms, iPad forms, smartphone forms.

Now let’s have a look at the typical eForms business cycle, so we can easily compare the differences over standard forms.

Let’s list some of the core benefits of using eForms.

Elimination of paper

There is no need for arranging printing and selecting printing stock, since eForms are ‘paperless’.

This immediately saves you time & offers cost savings for your business. Furthermore, since we don’t rely on paper as a medium to gather data, there is no need to arrange any storage space.

Benefits of digital transformation

eForms reside in a digital format. Distribution of eForms is instant and free, since it relies on the internet/email as a distributor, thus relieving you of costs for maintaining regular/non-regular mail services. It also gives you option to distribute your form from anywhere.

Because of the digital transformation, eForms offer many possibilities to data collection process. Once the eForms are designed it is easy to implement interactive elements, computational fields, digital signatures that help gather all the data and increase the accuracy of input information.

The interactive elements of the eForm make end user’s form filling effortless and provide options to modify data at any time while retaining the input data embedded inside the form.

The eForm also offers option of securing the form data via encryption/password feature, as well as providing legally binding digital signatures.

Benefits of data collection

Collection of data from an eForm can be set up to be captured individually (through newly created PDF electronic forms) or via a centralized database (if you have an online server).

The benefit of a centralized database is that it ‘catches’ the data automatically for each distributed form and submits it to your online database, relieving you of the need to manually re-key the data into your database.

Electronic Forms

Thursday, December 24th, 2015

Workplace efficiency and growth of business largely depends on its ability to expand while cutting down costs and saving time. Electronic and technological revolution has largely been responsible for automating tasks and procedures. Electronic forms or e forms refer to computer program versions of traditional paper. These forms basically eliminate the costs related to printing and distribution of printed forms along with saving time and space for storing the printed forms.

Electronic forms are extremely crucial in organisations since they can allow data to be filled out faster. These forms also allow automatic formatting, calculation as well as validation of information. These forms can be electronically submitted and thereby eliminate costs related with keying in of data. Through access of internet these forms can be easily sent as attachment and also downloaded with ease. The forms also allow automated storing as well as retrieval.

Electronic forms have the ability to transform the workplace by saving a great deal of time and increasing efficiency. Instead of writing client related information on traditional paper electronic forms can be accessed to enter the information. With these e-forms there is no fear of excessive paper trails or loss of information.

Traditional paper forms and filling them also increases the possibility of human error and miscommunication. This can adversely affect company performance in such core areas as client interaction and customer service. Traditional forms also pose several other problems like storage issues along with security issues. Electronic forms can be secured through several measures like limited access, user authentication and security wall protection.

Internal communication can also improve through the use of e-forms. These can be used for such internal processes as human resources, legal contracts and reports. These forms can allow employees to concentrate on the core business processes more. With improved transaction cycle time and customer response the customer satisfaction is bound to be more. These electronic forms are user friendly and can be easily completed and submitted by users. Data collection becomes more accurate with e forms since the forms provide guidance to the users about filling out certain fields.

Electronic forms can be filled in and submitted at anytime from anywhere. The forms can be made available to clients all over the world along with industry partners and suppliers as well. Efficiency of the business increases since work can be completed at any point of time. E-forms can also be used to extract data and format it..