Virtually all property managers have important files and documents they need to store. Whether they’re applications, income and asset documents, or copies of IDs, these documents and files need to be stored correctly. Despite technological advancement, many property managers continue to store hard copies of documents. This can create security issues as well as cause headaches for people who are working on the files. In this post we’ll discuss a few of the top benefits of going paperless with virtual document collection.

Improved Productivity

It can be extremely difficult for people to find certain documents when they’re literally buried under piles of files. Looking for files can decrease efficiency and productivity, and wasting time looking for an important document can be a frustrating experience. Just take a look at what one of our customers’ office looked like before using Haven Connect!

Haven Connect eliminates these issues by providing a digital-first document collection system. What this means is that your applicants can not only submit online applications that are instantly usable, they can also add digital copies of eligibility documents directly to their applications. The benefit of this is that you can work on any file on demand, and you never have to worry about losing an important document behind a filing cabinet or underneath a stack of files.

Document Security

It’s all too common for important documents to get lost when files are stacked on people’s desks, on the floor leaning against the wall, or in and around filing cabinets -- or worse, when disaster strikes, like flood or fire. There’s also the risk of documents getting stolen or damaged to the point of illegibility. We’ve heard the stories from our customers, and we’re sure you’ve probably experienced at least one of these, too. 

When you have a system like Haven Connect that stores your files in the cloud, you no longer need to be concerned about losing a room full of files to disaster, or an eligibility specialist losing a document or accidentally placing it in the wrong file. And with end-to-end encryption, our secure online documents storage system protects your files from prying eyes, theft, and loss.

Go Green

Despite the abundance of digital technology, the average U.S. office worker still uses 10,000 sheets of paper per year, and nearly 70% ends up in the trash. Additionally, paper manufacturing contributes to acid rain, greenhouse gases, and water pollution, to name a few. Notably, when paper rots, it creates methane gas, which is 25 times as toxic as carbon dioxide.

While it’s still important to be able to accept paper documents for the small minority of people who don’t have access to or are unable to use digital devices, going paperless can significantly enhance productivity, improve security, reduce paper costs, and help your company become more sustainable.

Learn more about Haven Connect’s document collection or sign up for a free demo.