Our Employee Giving Initiative Program

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!

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

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

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!

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

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.

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