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.

What makes PaperHost the best choice for business?

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

Say goodbye to file cabinets!

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.

Scanning Documents is Only Half the Battle

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.

Where's That Document Again?

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.