Why Rubber Stamps Should Not be Used For Paper Document Management
//
//
//
Efficiency is decreased and time is wasted. When you have multiple recipients of your document that require distribution, such as accounting, marketing, clients, etc., appropriate identification or stamps should be made on each document copy. In most instances, this requires that the original be printed and then copies be made for each person. Thus, more time is wasted by having to go to the copy machine. And, don’t forget, they still have to be stamped on each page.
Content is covered if a stamp is used in the body of the document. For that reason, most stamps are put in the document margins. This threatens the integrity of the document by allowing it to be copied with the stamp easily removed. Thus, a “draft” easily becomes and “original” with no trace of the stamp given the sophistication of today’s copiers.
They require manual application. If the document is multipage, this usually results in only the first page of the document being stamped. This leaves the remaining pages of the document unmarked. In this respect, rubber stamps discourage compliance with not only good business practice, but best practices for document marking as well.
The purpose of a document is easily altered when using rubber stamps for document management. A document marked on the first page and/or in the margin is no defense for unintended use.
Errors are frequently made when stamp the changed pages only of a multiple page document. By way of example, a user has made changes to a 21 page document. Page 3, 7, and 15 have been modified and must be marked as such but the entire document must be printed. Doing such marking manually is tedious, a waste of time and prone to mistake.
They are mostly ineffective and outdated for today’s paper document management requirements. Manually marking documents with self-inking stamps is limited to what you have available in you desk drawer. If unique or special marking is required, a stamp must be ordered and still requires manual application.
Therefore, the most effective method is using the technology that is available today from you word-processing program and your printer. This will allow you to effectively mark your document to standards of today’s technology. Automated document marking and printing is the most efficient method of achieving this end. The cost of using rubber stamps can be extremely expensive in many ways. Don’t make the mistake of having your documents misinterpreted and misused because you didn’t take advantage of the technology available to you in the market.
It’s convenient, inexpensive and efficient. Using COPY, Duplicate and others that have to be applied manually and take up space in your desk just doesn’t make sense. Don’t wait until an accident happens and you say you wish you could have or would have done it right.