Security in a Mountain of Wood Pulp?

You May Not be Ready...

Businesses are constantly crunching numbers, pounding on vendors, beating up suppliers, laying off employees; looking for whatever means they can to reduce expenses.

Perplexingly, I am surprised businesses never look at what their costs are associated with paper.

Here is a thought for you.  How about getting rid of your filing cabinets?  Insecure yet?  I know, I know, you can’t rid of them because of the easy access they provide.

You can’t get rid of them because of the security issues disposing of the data could cause. HIPPA, Anyone? Anyone?

You can’t get rid of your filing cabinets because you are addicted to having mountains of paperwork at your beck and call?

Well, once you get past all the insecurities and excuses here are few ideas to think about. 

Your paper mountain is costing you real money.

  1. Having filing cabinets forces you to print unnecessarily. How many times have printed and reprinted a file because there was one mistake on it?  misplaced a file?
  2. How much do your filing cabinets cost?  I know they are inexpensive but still have a capital cost.
  3. Filing cabinets increase your insurance.  Most office accidents include a file cabinet drawer being left open and one of your staff running into it.  I have done this and it doesn’t look pretty.
  4. Lastly, there are storage costs associated with keeping paper in the real world.  Paper takes up space and lots of it.  You are paying insurance and rent to house that paper.

Yes you can live digitally.

Yes you can live digitally."

There are cool search tools to look for documents on your server. Google Desktop is one.

There are many archiving services available to scan your documents securely.

Here are a few suggestions transitioning to ePaper.

  1. Have a good backup utility.  No use archiving documents only to have them lost in cyberspace.
  2. Start by scanning “New” documents first.  Chances are your business will utilize these because the document is fresh.
  3. Start scanning old documents – but only scan the documents you are currently using.  I routinely go through my office and ask, “Have I used this in the last 6 months? Am I going to use this next week?”  If the answer is NO to both questions I throw it out. (This goes for my personal stuff as well; my wife and kids hate this).
  4. Naming – what you name your document is extremely important for finding it.  No different than misplacing a physical folder in a filing cabinet.  Simply, name the file the title of the document and with the revision date.  The revision date is extremely helpful in knowing you are using the most current version.
  5. Storage and Access – you should put the scanned documents on a drive that all employees have access to.

In case you were wondering, ConnectionForce.com is a paper free company.

Who we are:

This blog is dedicated to help businesses increase productivity, decrease expenses and increase cash flow.

At ConnectionForce, we have created the very first online sales filter to allow you to pre-screen potential vendors before you agree to a meet with them.

Our goal is to totally eradicate Cold Calling as a sales technique within the next 5 years. (2015)

We are committed to making office managers and purchasers jobs easier by making sales people better. 

Learn more here

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