PaperHost.com Blog

Our Employee Giving Initiative Program

2011-07-20T13:32:00.000-07:00

PaperHost believes, as a part of our corporate vision, that we have a duty and a responsibility to give back a portion of our earnings to the community in which we live and work. So we have launched the PaperHost Cares Program, which will eventually become a foundation for the purpose of focusing our collective philanthropy toward worthy organizations that help PaperHost fulfill our vision!

You Can Participate Too…

If your company has a strong desire to give back to the community like PaperHost does, we welcome you to join us. The program is easy to implement and administer.

Here are the basics…Employees can give a dollar amount through payroll deductions to their favorite cause or organization (established by the company) and the company will then match the gift up to a certain level annually.

At PaperHost, we included STAR House and Ministry Ventures as our beneficiaries. STAR House supports at-risk children in North Fulton by providing after-school tutoring, school supplies, leadership activities, and recreational programs. Our other beneficiary, Ministry Ventures, equips ministries for Christ by training and coaching ministry leaders.

Our employees like knowing they work for a company that has a heart. And the match lets them know that we are a team. A few dollars each pay period adds up to a significant annual donation to these worthy causes.

To find out more about The Employee Giving Initiative Program, give us a call at 800.882.3573.

Summer SCAN-A-PALOOZA!

2011-06-28T07:25:00.000-07:00

Sometimes it’s hard to make progress on corporate initiatives during the summer months. But one that you can knock out is finally getting important business documents scanned and protected.

If you are still looking at rows of file cabinets, you know there is a better way. PaperHost can help you perform triage on those folders by getting rid of paper that does not need to be retained. We can then help you digitize the rest, turning a file room into a retrieval station with backups of everything in the vault.

You know you should have done this ages ago, but the cost to scan and index may be holding you back. Sorry, that excuse just went away. PaperHost is putting experienced operators to work and lowering the rates for summer projects that launch during June when we have a larger labor pool.

We are offering 3.5 cents per page for all scanner-ready documents* with the opportunity to finance jobs for more than 12 months with no interest.

Of course, we’d like to host your documents and offer other data capture and workflow services to you. But the first priority is to help your company get closer to the promise of a paperless office.

Hurry! Call 1-800-882-3573 if you’d like to take advantage of this short-term offer.

* - Minimum 10,000 pages and upon credit approval

Corporate Spring Cleaning

2011-03-30T13:50:00.000-07:00

Much like the cluttered basement or the garage that can no longer serve its stated purpose of parking cars, procrastinators seem to always point to spring as a time to restore order in their world. Corporations are no different. Most businesses know instinctively that the concept of a file room is outdated, inefficient, costly and frankly dangerous. Ask yourself this simple question:

If this file cabinet, file shelf or file box were burned or otherwise destroyed, would it negatively impact my business?

If the answer is "yes", you just exposed the dangerous part of this question. But beyond that, what leverage would you have if the information contained in those files was immediately available to all authorized people in your organization?

The example that comes to mind is the attorney that thinks there may be an important point of precedence that was part of an earlier case file. Yes, it's important and might prove pivotal in the current case. But the time and expense to retrieve the file from Iron Mountain or some other paper repository is not justified by the hope that a legal pearl may exist within those archives. Now suppose that the time to check for that nugget of information was seconds instead of days. Being able to make queries like "show me every document that discusses the pipe wrench that killed Colonel Mustard" is quick to the point of trivial. That is how information contained in your document library can be leveraged to the advantage of the business enterprise.

The return on investment (ROI) calculation is simple. If you pay to make the final resting place for your documents be some "safe" off-site warehouse the size of a football field, then by the time you have stored those documents for 3 to 4 years, you would have paid more (even factoring present value of dollars to future) than if you scanned the documents and instituted a life cycle management program of document retention yourself. And if you actually retrieve and then re-file any of those stored boxes of paper, the ROI comes down to much less than 3 years due to the confiscatory fees that are charged for such services.

Now add to the straight ROI calculation the intangible but very real value of having all that information at your finger tips and the decision to clean up your document management garage should be a no brainer.

The number one objection to getting this done is usually the up-front cost. Even though the ROI calculation shows that over time you spend less and get more, there is no way to take away the fact that scanning of documents is a labor intensive process. You have to convert from paper to digital before any benefits can be realized. Many of our customers have said they would "gladly pay us tomorrow for a hamburger today"! PaperHost has listened. We know cash flows are tight, but we want to keep our excellent document production staff busy and employed. That is why PaperHost is actively working deals to allow our customers to get started today and spread the cost over may months or even years.

Of course the best way to get rid of document clutter is to never create it in the first place. PaperHost can work with companies to eliminate the need to print information on paper. That mean's intercepting data before it reaches the printer and allowing paper documents to be delivered as PDF files or go directly to document archives. Call us to learn more. But to the extent that paper will remain a part of your business work flow, we can help engineer the most efficient way to keep active documents available on-line and old documents available on optical media with free software to insure that your entire printed history remains available and retrievable forever.

It is gratifying to see companies embrace document management standards of excellence. Most find that a blend of scanning services with on-line hosting and long term optical retention is all they need to realize the benefits discussed above. But PaperHost enjoys taking next steps with our customers by finding ways to lift data from forms and documents, design workflows, build customer portals for accessing and viewing documents and much more. Once you start down the road to intelligent document management, you find more and more ways to leverage your valuable document assets.

- Jim Coyle

Document Indexing: Adding new dimensions to document management

2011-03-03T08:10:00.000-08:00

Document management has indeed come a long way. It’s pretty rare that you see rolodexes, segmented folders and such archaic document management solutions these days. Organizations that have traditionally used these outdated systems for document storage and retrieval have found it to be extremely difficult and unorganized. Organizations that are still using these systems are far behind in the world of technology.

By using our document indexing solution, you will be able to solve many of the storage and retrieval problems inherent in outdated filing systems while simultaneously reducing business costs. We offer the NEWEST technology in scanning and indexing using document preparation and coding, online indexing, and automated data lifting. When the work is done, completed batches are released directly to PaperHost. Within minutes, you can access your documents online, worldwide. Unlike a paper filing cabinet, it’s easy to search for specific information. You are able to search any index field and print the specific report you need. All of this is delivered for a single license per work station with no per click fees.

PaperHost stands ready to shepherd your company through the process of upgrading to this highly beneficial system. Outsourcing will provide the absolute highest quality document scanning and indexing services to be found anywhere and you will receive this high level of accuracy at competitive market rates.

When you start to fully realize the power and flexibility of a digital online document library, we can take you even farther. PaperHost can help you design and implement all manner of data capture, barcode indexing, document workflow and so much more.

No Snow Days for Companies Utilizing PaperHost!

2011-01-25T07:18:00.000-08:00

This winter has been a wild one! A couple weeks ago, the entire Southeast was practically snowed in. No work or school, roads closed, icicles hanging from the eaves. After paralyzing the Southeast, the snowstorm moved up the Eastern seaboard through New England, where productivity was impeded as well.

Most people filled their days with movies, Internet, video games and food instead of day-to-day business affairs. However, PaperHost and the companies utilizing our service were able to continue working through the snow. Our clients could convert their homes into a work environment. With our web-based service, we allow companies to remain focused on their own core competencies instead of building complex, capital intensive in-house alternatives. Our clients understand the benefits of outsourcing their document management and document hosting requirements to a company that is driven to deliver a fast, reliable and secure online platform for the management of their most valuable business documents.

With document hosting, your company’s files can be easily and securely accessed online — no matter where you are. As documents, originally electronic or scanned images, are uploaded to your document repository, they become available within seconds to the authorized users that you create and manage. No-doubt PaperHost helped many people not miss a day of work!

Next time wintery weather comes knocking, be prepared with on-demand service delivered quickly by PaperHost!

Join our growing family of companies that now enjoy the savings and the flexibility of web-based document management and document hosting while preserving precious capital needed to grow your business!

Case Study: A national bank

2010-11-15T07:31:00.000-08:00

There are many different industries that benefit from our document hosting services every day. Today, we’re profiling a national bank for which we’re managing approximately 35,000 wire transfer agreements per month from over 500 locations.

Currently, each location maintains these agreements on-site. Not only do all these documents take up a great deal of space, it’s a nightmare and a huge liability in terms of risk management. With the current system, it’s nearly impossible to track who authorized the agreement and whether the agreement was actually completed.

The bank decided this paper-based system is simply unacceptable when there are corporate customers transferring large sums of money. On the PaperHost platform, the bank can now validate that the agreement was completed with a confirmation number. Organization is crucial!

We’ve set up 10 fax numbers that we monitor to ensure there’s never a busy signal, so we can process 150 faxes simultaneously.

When the fax of the wire transfer agreement comes in, we receive the image and run it through our Automated Data Capture to lift information from five critical fields. We then load this content onto PaperHost so it is searchable by any authorized member of the bank.

These documents will be housed on the secure PaperHost platform for seven years. With 35,000 agreements at six pages each, that’s 210,000 pages per month for seven years – or 17.6 million pages total, which constitutes half a terabyte. That’s a lot of paper for which these bank locations no longer need to allot storage space!

With all this information loaded and processed by PaperHost, we’re also able to provide analytics on the data. In the case of the bank, the central wire transfer department can download a custom data file in order to perform analytics for the transfers from all their locations.

By having PaperHost manage the flow of these agreements, the loss of a wire transfer agreement is greatly reduced without adding additional personnel. Our mission: Eliminate legal liability while streamlining the organization process.

Learn more about what PaperHost can do for your business at www.PaperHost.com or contact us direct at 800-882-3573.

What makes PaperHost the best choice for business?

2010-09-24T09:42:00.000-07:00

Learn more about PaperHost and how we can help your business:

Evidence: Store it, Share it, Keep it

2010-09-15T14:21:00.001-07:00

Photos, video, audio recordings — these are crucial pieces of evidence gathered by our Private Investigators. But if the DA or others associated with the case can’t use them, what’s the point?

What if the PI could allow certain parties limited access to certain documents and other components necessary for building a case?

In the past the PI would have to burn a CD consisting of relevant material, and mail it to the interested party. However, this can result in many problems:

The CD could be damaged in transit.
It could easily fall into the wrong hands.
The documents can be difficult and time-consuming to encrypt.
The CD might not be compatible with everyone’s software.

But with PaperHost, we store all the components on a secure server where the PI can grant special access as needed. The PI can grant full access or allow someone to only access one piece of evidence, their choice.

Don’t create a paper trail. Instead, learn more about all of our capabilities to securely host any sort of document for you. Find out more on our website or give us a call at 800-882-3573.

Go Green and Eliminate Paper Cluter

2010-08-20T13:47:00.000-07:00

How much paper does your office go through on a daily basis?

If you’re like most companies, documents are printed and passed from office to office and then eventually tossed or filed away somewhere.

But with today’s technology, more and more businesses are finding ways to reduce paper usage. So not only are you saving trees in the process, you don’t have to order paper supplies as frequently.

Think about it: For most documents, it’s probably not necessary for them ever to be in paper form.

With a PaperHost solution, you can stop the print-scan-throw away cycle. We offer services that will streamline your company’s document management system – and simultaneously reduce your paper dependence.

Give us a call at 800-882-3573 to find out how your office can “Go Green” today!

Say goodbye to file cabinets!

2010-08-10T08:41:00.000-07:00

You’ve just sent out a bunch of forms such as contracts or agreements. They get filled out and returned, but what do you do when they are received?

That’s what file cabinets are for, of course! But wait, most businesses have limited space for files so they’re thrown out after so much time. And say you want to actually do something with information in those forms – someone has to manually type it up into a spreadsheet or another application.

No more! Our data capture service will take your received forms and create a database by lifting list-based or repeating data elements from documents. This process saves you time, money and eliminates potential human error.

We even make document submission easy for you. We’ll create a toll-free or local fax number and set up an email address so we can receive both electronic and paper forms.

The technological wow-factor doesn’t end there.

We can send confirmation to the location responsible for that form, letting them know it was received and processed – we can even send them a link to view the submitted document. No more worrying if anything got lost in electronic limbo.

And because these documents are stored through our secure website, there’s no reason for frantic searches of the file room for a specific file. Say an attorney needs to reference a particular contract; you can seamlessly give them access to that file.

We can even easily integrate with your existing applications to “Image Enable” them using our API White Paper. There is no expensive programming or customization required.

Rummaging through stacks of files is a thing of the past. Let us help your business step into the future.

Sound like a pleasant, paper-free solution for your business? Learn more at www.PaperHost.com or give us a call at 800-882-3573 to get started.

Celebrating 10 Years in Business - Questions for Paperhost Founder, Jim Coyle

2010-06-02T08:11:00.000-07:00

June 2010 marks the 10th birthday or anniversary for Paperhost as a company! Our owner, Jim Coyle was interviewed and asked to reflect on the past, present and future of Paperhost, and here's what he shared...

What made you decide to start this business?

I wish I could say that PaperHost was the product of a well crafted business plan supported by copious amounts of market research and careful product development. But the reality is that its genesis is more evolutionary than revolutionary. Having spent years in the business of selling and supporting document imaging systems, we simply suggested to a few customers that this new-fangled thing called the Internet might be a way to expose business documents to the many people that needed access to them. One in particular said "Build it and we will come". That encouragement, coupled with a small amount of angel investment, started us down the road of exploring web-based document management delivered as a service rather than a system. The geek side of our development team just wanted to prove it could be done. This was before Enron and 911 raised our collective consciousness about security, compliance and redundancy. So PaperHost started with a closet and a couple of servers. But it was the rush of starting something new that pushed us to just get started.

When did you know you were going to "make-it" and what was the determining factor?

PaperHost started in June of 2000 just months before the dot-com bust. Even though we called ourselves "PaperHost.com", we were not modeled after the traditional dot-com company. The mentality of the time was to get a wad of venture capital, determine a burn rate, grab market share and worry about how to turn a profit sometime in the future. PaperHost grew organically. We already had a book of business and clients willing to take a chance on this new service. We turned a profit 10 months into starting the service. We have grown the business ever since, without any venture capital.

What was the number one lesson you took away from the earlier years of operations?

When we had a sales and service business, we could only upset one client at a time. Once we launched a centralized ASP model business, we could upset them all with one major screw-up. Thus, it became critically important to learn how to build highly redundant systems with monitoring capabilities to let us know when any component was unhealthy instead of waiting for an irate customer to call. This idea of redundancy had to extend to the human talent pool as well. We quickly had to focus on making sure there was no single point of failure in either our infrastructure or our staffing.

What has been the biggest milestone achievement for you/the company thus far?

The first time a dollar arrived from a customer that I did not personally sell to was huge. If a business cannot get past the passion and energy of the founding entrepreneur, then it cannot grow. Once I was surrounded by talented and dedicated people that could feed on my dream and grow the company without me micro-managing that growth, I knew we had a path to success.

What does the next 10 years look like?

As Enterprise document management becomes more of a commodity, PaperHost will need to find new niche markets where our customers value the experience and the high security and compliance levels we offer. Anyone with a big disk drive and an internet connection can claim to be our competition. We will differentiate ourselves by being a top tier company that sells to those customers that will pay a premium for our services. To that end, we are making a play into the healthcare space where PaperHost will be the back end platform for our sister company MediStreams as we host all transactions associated with remittance processing.

Congratulations to the team at Paperhost for 10 years of successfully serving businesses, and all the best on at least 10 more! Please let us know if you business recently had a birthday or any other milestones you and your team achieved in the comments below.

CASE STUDY: Marathon HR Services, L.L.C.

2010-05-03T08:23:00.000-07:00

We’ve given you examples before regarding the specific ways different industries can utilize the functionality of our PaperHost system. But now, we’d like you to take a look at a real-world example from one of our clients:

Marathon HR Services is a Human Resources Outsourcing firm, providing administrative and consultative services in the areas of Payroll, Benefits, Risk Management, Safety and Human Resource Compliance to small to medium-sized businesses.

Think about the traditional method of distributing a payroll check or stub: print, fold, stuff, seal, send and distribute. As you might imagine, it’s quite a labor-intensive process to complete manually.

And these days, with the trend toward electronic payment (i.e. direct deposit), employees—especially younger workers—will often dispose of their stubs without even opening them!

It’s easy to recognize the waste in the traditional system. Marathon HR saw the need for a solution that would:
1. eliminate work and cost for the company,
2. save effort on the part of their clients,
3. and give employees better access to payroll information.

Rather than automating their current steps, Marathon HR chose to rethink the process entirely. The company turned to PaperHost to initiate and automate their web presentment of payroll checks and reports for all employees and customers to access from a secure web-based repository.

Not only did this eliminate almost all the manual labor from Marathon’s internal processing, but it also alleviated the burden of storing, retrieving and managing the payroll documents for their customers.

Now, when anyone wants to see any payroll-related document, all they have to do is log on to Marathon HR’s website from their home or office. It’s as simple as that!

Because there was virtually no upfront investment to get the service started, the company saw an immediate ROI the very first month the system was deployed. An analysis of the ROI indicates that it’s easily above 100%.

According to Ralph Cimperman, President of Marathon HR, “We are now more competitive with the larger payroll services without having to invest tens of thousands of dollars to build an in-house system.”

And with the relief of the administrative processing burdens, Ralph can now add new customers without increasing staff—thereby increasing his ROI even further!

Learn more about what PaperHost can do for your business at www.PaperHost.com or contact us direct at 800-882-3573.

If only moving a business were that simple!

2010-03-01T09:05:00.000-08:00

You’ve packed up your briefcase, and it’s time to head to your new workspace.

If only moving a business were that simple!

Whether your office is expanding or downsizing, the transition from one space to another can be a daunting task—especially if you have a large collection of filing cabinets to assess and transport.

Every business has to keep their essential documents somewhere, and traditionally, they’re printed and filed away in some dark closet most employees fear to visit.

All those filing cabinets may take up 1,000 square feet of office space, or more!

And when you decide to move, someone has to go through the many files in the many cabinets to decide what’s necessary, what’s not and where it all goes. Will you need this or that document in the future? Should it be sent to the new office, or should it go to storage? How difficult will it be to access if you do need it?

Don’t tell the poor guy who went through all the files during your last move, but there’s just no reason for all that hassle!

When you store your corporate files with PaperHost, transporting them is as simple as packing up a few DVDs. There are no tough decisions about what’s worth moving because it’s all right there in your hands.

You also don’t have to worry about files being misplaced, mislabeled or discarded entirely during the moving process. Whenever you’re dealing with that many boxes of documents, something will almost certainly get lost in the shuffle.

So in your new office, save the square footage, and maintain your peace of mind by knowing that all your important documents can go wherever you go—without the hassle.

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

Scanning Documents is Only Half the Battle

2010-02-11T10:21:00.000-08:00

So you’ve been persuaded to go paperless.

Maybe your office is joining the green movement or taking part in the digital revolution. Whatever your reasoning, you now feel comfortable knowing that all your company documents have been scanned into a digital format.

But did you know that scanning is only half the process?

If your scanned files are gathering dust on a server somewhere, waiting there in case of an emergency, then your digital data is only being used to a fraction of its potential.

Through a well-executed document management system, information retrieval is a breeze. Your document library can also be optimized for comprehensive indexing, allowing for quick keyword searches as well as complex queries.

Use this indexed information to create custom reports and graphs from your digital data. You may even allow clients to access certain documents via password, eliminating the go-between.

For larger more text driven documents such as legal agreements, correspondence or medical studies, your documents can be run through an Optical Character Recognition (OCR) engine. This enables searching by any word, phrase or even word proximity searches across your entire library of documents. Once inside the document, the exact instances can be located and accessed with hyperlinks to quickly navigate to the exact verbiage that needs reviewing.

These features are tailored to fit seamlessly into your business environment, and the entire PaperHost system can be customized to closely match your company’s specific business practices.

Employees easily find the information they need; work gets completed faster, and your whole workflow system becomes streamlined for greater efficiency.

More and more offices are going paperless for a reason—because that digital database provides a valuable resource, which if strategically applied, can enhance business processes on a daily basis.

So if you’ve already made the leap into digital, don’t just let those files sit. PaperHost can help you put them to use for your business! And if your organization hasn’t been through the scanning process, PaperHost can get you started.

Learn more about how PaperHost can manage the entire lifecycle of your digital assets at www.PaperHost.com or contact us direct at 800-882-3573.

Another Advantage of PaperHost ~ A Convenience for your Clients

2010-01-22T09:41:00.000-08:00

No business owner would argue with the idea that making life easier for your clients ultimately pays off for your business. However, when it comes to an internal process like document management, you typically think only of the benefits to the company—increased efficiency, organization, etc. for employees.

But have you thought about what a web-based document management system could mean for your clients?

Let’s look at the accounting industry.

On the one hand, you have a traditional CPA. When a client’s income taxes have been prepared, a large packet of documents must now be printed, bound and shipped. Then you find one tiny error, and the corrected packet must now be printed, bound and shipped all over again.

The time and materials lost in this back-and-forth game are substantial for both parties.

On the other hand, if your CPA were using PaperHost’s web-based document management system, you’re provided with a client login, which allows you to review, print, e-mail and search all your personal tax documents online. And since the system has been customized with your CPA’s logo and business information, you’ll never even realize they’ve outsourced their document hosting.

You’re just left thinking, ‘What a great accountant!’

By offering clients the convenience and efficiency of online document access, your business saves clients’ time and headaches, which makes a lasting impression.

And all the sudden, many new avenues begin to appear. Clients can get the information they need even if they can’t reach the office—including evenings and weekends. If a client misplaces a key document, anyone in your office can e-mail a new copy immediately.

In short, customer solutions are made simpler.

Deployment of a PaperHost web-based document management system will not only improve internal business processes but also enhance customer service, meaning happier employees and happier clients.

Learn more about how the PaperHost advantage at www.PaperHost.com or contact us direct at 800-882-3573.

Where's That Document Again?

2009-12-17T09:20:00.000-08:00

It’s 9:00 Monday morning.

You’ve just arrived at work—phones ringing off the hook, clients demanding answers—and all you need is one document to clean up the mess.

But where did you put that file? And even if you spend your whole morning searching for the file, can you be sure that the document is still in it? If that critical file or document is missing, how would you explain that to your clients?

These are questions no professional wants to face. It would be bad enough to walk into your office to find all your files missing, but in a modern business, files can be spread out over multiple storage rooms or even multiple buildings. How long might it be before you even realize that critical information has been lost?

As a matter of fact, research shows that typical businesses with 1,000 workers waste $2.5 million to $3.5 million a year searching for nonexistent information, failing to find existing information, or recreating lost information.

Say you did spend the entire morning looking for that client’s file only to realize it’s been misfiled or lost completely. Do you know where to look for a copy? If there isn’t a duplicate, someone has to spend additional company time and money to replicate the work.

Sixty percent of employees waste an hour or more per day duplicating the work of others. There’s no reason for your company to fall into this statistic. The implementation of a successful document management system can streamline business processes in every department of your office.

As document retrieval and filing time decrease, so will printing, distribution and storage costs. Did you know that companies spend $120 in labor to find a misfiled document and $220 in labor reproducing a lost document?

Let PaperHost be your solution.

We’ve addressed the benefits of document management in saving employee time and company money, but your investment will return positive results in many other aspects of employee performance as well as your company mission.

It is important to think about how a PaperHost document management system can also improve regulatory compliance, facilitate communication, increase accessibility of business archives, enhance competitive positioning, decrease errors and create a more enjoyable work environment for employees.

Whether it’s your child’s bedroom, your office desk or your entire company, getting organized is a task most people would prefer to put off. But why should you continue to waste company time and resources when a better system is available?

At PaperHost, we reach far beyond hosted content to manage the entire lifecycle of digital assets, including document capture, data lift, backup and archival services with free retrieval software.

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

Let us drive the limo, while you focus on your business

2009-11-27T06:34:00.000-08:00

You’ve been there—endlessly inputting data into spreadsheets thinking, ‘Isn’t there a machine that can do this for me?’

Why yes, there is.

And not only can the machine do it for you; it can make the process better than it was before. More efficient, more accurate. It’s called Automated Data Capture (ADC), and it has revolutionized how organizations work across all industries.

PaperHost’s phADC data capture solution automates the processing of printed documents and forms with enhanced capabilities that lift out relevant information and data elements on similar or dissimilar document formats.

This process can be applied to a wide rang of document types, such as forms, contracts, invoices, insurance documents, banking documents and many other documents with list-based or repeating data elements.

We’re certain your business, like any other business, has more than a few of these documents that continue to stack up, and we’re quite certain that your staff dreads the task of keying in all that information. Wouldn’t you?

Not only does the ADC process save you hours of manual keying, it maintains the integrity of the data, which might otherwise decline as you trudge through your 38^th invoice of the day.

It’s one of the most labor intensive, time consuming and expensive processes at your office. If it has to be done, why not hand it off to a company who can ensure it’s completed efficiently, accurately and cost effectively, allowing you and your employees to work on other important tasks?

Think of it like this: if you travel to and from the airport occasionally for business trips, you can bum a ride from friend or coworker. However, if you’re making multiple trips a day, it makes since to hire a professional service to increase productivity and reduce liability with a professional driver.

It’s the same with data processing. If you occasionally have to key in a little information, you can do it yourself. But eventually, the volume of documents becomes so burdensome that it’s inefficient and costly to key manually. That’s when it’s time to call in a professional.

Let us drive the limo, while you focus on your business. We can get you where you need to go in style, while saving you frustration and money at the same time!

PaperHost will send all the data back to you in customized data files to post or update existing internal applications that you depend on to run your business.

Other supplemental services include automatic conversion to PDF, extended text search capabilities and a robust Web based document management system that requires no capital investment. It’s Software as a Service (SaaS).

Give your employees a holiday and your bottom line a bonus this year by eliminating those never ending piles of documents and all the hours of manual data entry that come with them.

Learn more about document conversion and data lifting at www.PaperHost.com or contact us direct at 800-882-3573.

When Something Happens to Documents

2009-11-08T16:29:00.000-08:00

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.