Sunday, November 8, 2009

When Something Happens to Documents

Welcome to the PaperHost blog. It is always exciting for us when we can communicate with our clients and perspective clients. We hope you will use this blog to learn more about PaperHost, web based document management, but more importantly we hope you will take the opportunity to join in the conversation with us. No matter your business size, shape, or purpose, we all agree that document management is crucial to a thriving enterprise.


How many of us have knocked over a coffee cup on a freshly printed document? Dropped a folder in a wet parking lot? Left a notebook on the roof of the car? Accidents happen to documents all the time.


Most of us make back up copies of important documents like tax returns, articles of incorporation, contracts, etc. But, how easy is it to get to them when you need them? Do you keep those documents in the same building as the originals, maybe in the same file!? Maybe you store hundreds of boxes of documents in an off site warehouse. In any case accessing those documents can be difficult and protecting them costly.


Here in Atlanta businesses had a wake up call in late September when it started to rain. And rain it did.


It rained so much in Austell, GA and Lawrenceville, GA (both are suburbs of Atlanta, GA twenty to thirty miles in either direction from the PaperHost offices in Roswell, GA) that thousands of homes and businesses were literally under-water. It was, and for many still is, a heartbreaking experience.


We could hardly believe our eyes as we watched the news. On television each night, in addition to the homes and families displaced, we saw reams and reams of documents being thrown away as the news cameras panned the local business owners cleaning out their flooded office space. The sad fact is that many businesses will never recover from having their important documents destroyed in the flood waters.


Whether you are a risk officer at a Fortune 500 company or a partner in a local accounting firm you use paper, lots of paper. With internal record retention policies, tax guidelines, and other external retention requirements; the sheer amount of paper can be overwhelming. The filing and indexing of hard copies is cumbersome, and the storage and retrieval process is time consuming and expensive.


PaperHost provides industry leading document storage, data capture services, document scanning services, and web based document management. If you have access to the internet you have access to all of your documents, all the time.


We cannot promise that there will never be another flood, fire, or earthquake, but we can promise that PaperHost’s suite of document management tools will allow you to access your documents in the midst of the fiercest of storms.


How would instant access to your businesses documents be helpful to you? Have you ever needed access to certain documents and missed opportunities because of the delay in retrieval?


Learn more about web based document management at www.PaperHost.com or contact us direct at 800-882-3573.

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