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.

• 0 Comments

  

Comments

 Add your own comments

Name:

Email Address:

URL:
Remember Me? YesNo

Comments: (you may use HTML tags for style)

What next?

 Digg it

 Save This Page

 Subscribe to GetEntrepreneurial.com

 Leave a comment

Next Article: Social Media: Strategy First, Tools Second »

Previous Article: 5 Ways to Effectively Manage Your Business for Successful Business Growth »

Merrin Muxlow is a GE Network Expert. View Merrin Muxlow's profile or read more articles from Merrin Muxlow. Learn more about the GE Experts Network.

Have an expert opinion on issues entrepreneurs and small business owners face everyday? Join the GetEntrepreneurial.com Experts Network and share your expertise with the community!

The new GE Experts Network is inviting seasoned entrepreneurs and small business owners to come on board and contribute small business advice to our community of aspiring entrepreneurs. If you have an effective way of generating sales or you know how to use social networking to connect with your customers, join us in providing wider entrepreneurial content that would benefit small business owners worldwide.

Click Here to Learn More >>

Related Articles

 Ooh Local Activities » If you can find and do great, local stuff at home, why not do great local stuff that’s run by local people...

 Necktie Reuse » New Startups: Narwhal Company is the inspirational idea of an everyday person that was looking to move away from the 9-5 lifestyle...

 Dog’s Collar Comes with Tweets » "Puppy Tweets" dog’s collar allows dog owners to follow their dog on twitter. This plastic tag (introduced by Mattel), comes equipped with...

 Friend of Trends » Trend Friend is an online (and smartphone accessible) gift idea database that allows users to quickly find the trendiest gifts based on...

Need more brand new promising business ideas and innovations around the world you wish you'd thought of? Visit CoolBusinessIdeas.com now!

Ever wanted to be the CEO of your very own Starbucks or Amazon.com? Fire your boss and be your own boss? Now you can, with BIZNESS! - the free biweekly business newsletter about new business ideas, opportunities and innovations from around the world. More than just new business trends, BIZNESS! helps the aspiring entrepreneur (you!) with small business advice, business tips, and entrepreneur resources and opportunities.

   Subscribe for free now!    

---