We all know that using less paper is good for the planet and can lead to big savings on business costs. You’ve probably heard the little tricks to reduce paper waste: you shouldn’t print all of your emails, you should purchase a refurbished copier and “green” supplies, and you should always research your equipment purchases (for items like copiers) to find the most energy-efficient options. Even offices that use all of these practices to cut back on paper waste can cancel out their efforts by continuing to store documents the “old fashioned” way- in paper files.
Paper document storage is typically more time consuming, waste producing, and error-prone than an electronic document storage system. Why not switch to a more effective, less expensive method of document management? Electronic storage equipment is becoming more advanced and easier to use, and recent data indicates that most companies recover the costs of a data storage system itself in about a year. Here is a quick guide to electronic document storage options for small businesses:
Document Management Software: This is the backbone of any electronic storage system. Document management software is what allows you to scan, convert, save, and retrieve files electronically. The most effective systems employ OCR, or Optical Character Recognition, which allows scanned images to be converted into text, and search functions that allow you search for miscategorized items. Document management software ranges from the basic (free, downloadable programs like SimpleOCR) to the advanced (hosted solutions costing thousands of dollars a month).
Storage Options: You can store data on your own server, or use a hosted solution. Hosted storage relies on an internet connection, and doesn’t require any large cost outlays for equipment. If you choose the self-storage option, you’ll need to purchase hardware and software outright before you implement the program.
Scanning Services: Documents will need to be scanned before you can access them electronically. Most software programs with OCR require a high-quality scanner- some digital copiers can perform scanning functions, and most basic office color copiers are usually compatible with document storage software programs. If you have a large volume of documents to scan, it’s a good idea to invest in a high-speed scanner or to hire a document scanning service. If you’re hiring a scanning company, you’ve got options- you can have the documents scanned on-site (especially convenient for those companies with large storage needs or very sensitive documents) or can ship them to a scanning service provider. You’ll need to decide how far you want to “back scan” and if you want to keep any paper files.
Merrin Muxlow is a writer, yoga instructor, and law student based in San Diego, California. She writes extensively for Resource Nation, a company that provides resources for business owners, and is a frequent contributor to several sites and programs that offer tools for entrepreneurs, including Dell and BizEquity.
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