Are you still dreaming of a clean, paper-free office where you will never have to worry about losing vital information ever again? With the tools to digitize most or all of your data and with secure document storage services easily available and affordable, you really have no excuse to be buried under paper these days. Granted, the road toward going paperless is an arduous one, but the more you put it off, the more you get left behind in today’s business world.
By going paperless, your company can achieve increased efficiency, reduce its environmental footprint, and improve its document confidentiality and security. Melissa Zavala, a real estate broker/owner at Broadpoint Properties in San Diego County, California, shares some of the steps her company took to go paperless. Perhaps you may find these points useful if you plan to steer your company in the same direction:
“Online security. Once we decided to go paperless, we then needed to be certain that our data was backed up at a few off-site locations. What if the building burned down? What if the off-site server went kaput? While highly unlikely that these things would happen, we felt the need to develop a plan to address that possibility. Thank goodness for cloud-based technology, which resolved this problem very efficiently.
Storage of paper files. In evaluating our options, we were excited about the prospect of not having to store boxes and boxes of paper files. At the time we embraced the paperless world, we had more than 200 file boxes in storage. Upon evaluating state laws with regard to file retention, we then developed an “exit strategy” for destruction of existing paper files.”
So, when should you begin making your first steps toward becoming paperless? In the US, the month of April is a popular time to start a paperless journey as the just-crossed tax deadline compels individuals and businesses alike to re-evaluate their vast collection of data. Since April is almost here, you might want to learn as much as you can to get your paperless dream going. A consultation with reliable document storage companies like Spectrum Information Services will help you get that virtual foot in the door.
(Source: 5 challenges you must face when transitioning to a paperless real estate, Inman News, Feb. 11, 2014)