The Benefits of Using E-Forms

E-forms (Electronic Forms) is defined as “A computer program version of a paper form. It eliminates the cost of printing, storing and distributing pre-printed forms, and the wastages of obsolete forms, e-forms can be filled out faster because the programming associated with them can automatically format, calculate, look up and validate information for the user. With digital signatures and routing via e-mail, approval cycle times can be significantly reduced.”

Here are the benefits of using Electronic Forms

1)Improves Client Satisfaction
Electronic forms can help you improve your customer response and transaction cycle times. Since e-forms are very easy to use, they are easy to duplicate and submit than traditional paper forms. End users can easily interact online with agencies using electronic forms; this promotes a faster and efficient service to customers.

2)Easy to Use
Electronic forms are very user friendly. The forms can be filled out and submitted by the customer whenever it is most convenient for them. Electronic forms can be easily used by anyone, even if you have never filled out an electronic form before in your life. Help buttons are used in order to provide step-by-step instructions for filling and submitting e-forms.

3)Accuracy of Data Collected
Electronic forms are known to improve the accuracy of all the data collected in a number of ways:
-An e-form ensures that data type and format are very accurate – for example, if a customer mistakenly forgets to fill out a field or enters the wrong characters in a number field, the form immediately detects the error and pop up a guide in order to help the customer accurately fill out that field.
-Automatic date
-Automatic calculations
-The enforcement of required/compulsory fields etc

4)Saves Money
Many organizations prefer using e-forms not just because it is the most efficient way to record customer data but because it cuts down expenses on printing, mailing and storing data. It also saves time as well, because valuable staff time will not be used for “form churn” which is caused by mistakes that require a re-submittal of the form.

5)Security of Data
All the information entered into e-forms is encrypted. As soon a customer submits the form, an encrypted data stream is immediately is sent to secure servers, the data is then extracted and sent by a secure connection directly to the agency. Please know that e-forms submittal is much more secure than sending information by email. Only people with authorised permission can access e-forms – with a watertight password off course.

6)Authentication Processes
Electronic forms are also known to support the many different levels of authentication. Be informed that passwords are the LOWEST level of authentication. It also features third party digital certificate verification which is certainly the most secure way to sign the electronic forms. This process also offers attestation, which ensures that once the form is signed as complete, all future changes to the data will be marked – this means that customers are ensured that their information cannot be tampered with once the form is signed.

Steve Rastall is author of this article on Paperless. Find more information about Paperless office here.

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