The Paper Chase: How to Get ose Hard Copies Off Your Desk by Pete Lorenco

Do you remember why you went into business for yourself? I bet it started with an idea-to offer something smarter, faster, cheaper or all of the above. You saw a problem and devised a solution.

Then you acted. Somehow, through perseverance and considerable sweat equity, you built a business that wobbled through startup, became self-sustaining and now prospers.

But you fell into the paper trap along the way. What do I mean? As you were building your business, you probably worried more about quality, deadlines and cash flow than whether the piles of paper in your extra office were actually filed. Few entrepreneurs have a plan for dealing with paperwork and end up doing the minimum to meet basic compliance requirements and file their tax returns. But regulations are constantly changing and expanding, a fact your small business can't ignore.

So what is the typical paper-oppressed SMB to do? Start digitizing some of that stuff. I know it sounds overwhelming, but once you get a process in place, it really is manageable and will make a tremendous difference in how your business uses and stores records. Here's how to get started:

1. Start scanning a little. First, as part of a comprehensive records management plan, consider outsourcing the digitization of some of your paper-based records into electronic documents.

Note I said some, not all, of your documents. Each small business is different, so look for a tailored document conversion service. A truly scalable service provides for the scanning and arm's-reach access of frequently accessed documents. As part of such a plan, you won't scan a rarely accessed document until someone retrieves it.

For example, transient teens spur high turnover in the fast-food industry, and a franchise owner needs to keep a human resources file for each one. Since most of these fall into inactivity, why spend the time, effort and money to digitize them? In contrast, that same franchisee may want to scan the equipment and site-leasing contracts for fast access in the case of a dispute or renewal discussions.

2. Do your research. If you do decide to collaborate with a scanning provider, look for these key features and services:

Complete process management, including digitization, meta-tagging, cataloging and archiving

A secure environment with guaranteed zero bit-loss, including automatic records monitoring

A completely media-independent system, including the ability to migrate your records to industry-current media

An expert staff to provide guidance and best practices, even after-hours

Getting your business started wasn't easy-it never is. Taming paper isn't easy, either-at first. But it's certainly easier than building a company from scratch, with nothing in hand but a good idea. You can do this, and your business will thank you for it.

Check out Why Your Small Business Needs a Records Management Plan (and Now)

LINK:	http://blogs.ironmountain.com/2013/service-lines/small-business/the-pa...
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