Going Paperless With Document Scanning Builds Competitive Edge With Productivity Into the Future

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Successful businesses are constantly searching out methods of saving money through efficient internal operations. In this pursuit, going paperless is often at the top of a company's to do list. Document scanning projects have earned a reputation for not only reducing the costs of day to day business but also generating improved profits through greater productivity and customer service. Any office struggling with outdated paper filing systems should be investigating options to convert their files and go paperless if they expect to remain competitive into the future.

If you are a business decision maker and have resisted the trend towards paperless business operations, you may worry about disrupting you daily work output or harbor concerns regarding confidentiality issues. Fortunately, document conversions may be conducted discretely, with high confidentiality standards to protect your business. Some document imaging service providers are qualified to handle sensitive government, legal, and medical documents.

You may be more comfortable with such a company to handle your own conversion. These services are available to perform conversions on site during non-business hours to avoid disrupting your employees and productivity. The results will yield advantages to keep your business operating with fiscal efficiency.

Outdated paper filing systems are transformed with document scanning. Scanned documents are protected from loss, theft, and damage. Information becomes more secure, and in the event of a disaster, recovery is made possible. If a fire or flood damaged paper files, it could bring insurmountable ruin to a business. Scanned files are easily backed up and can restore normal operations overnight.

Document scanning and management systems bring technology to streamline productivity. Enabling your current staff to perform their duties efficiently can increase revenue without added labor expense. Digital files seamlessly integrate relevant data with operating software.

Companies appreciate accurate and speedy internal business applications as well as improved response times for information requests. Even transporting documents becomes safer and more efficient. Instead of copious paper copies or risky transport of originals, documents may be emailed or carried via electronic storage devices such as jump drive memory sticks, portable hard drives, and laptop computers.

Embarking on the path towards a paperless office leads to space, time, and money savings. Document scanning projects result in sought after efficiency with added benefits. Just one small memory stick can hold the equivalent of several filing cabinets stuffed full of papers.

You will save money on paper storage, filing, and access by enabling your employees to obtain information from their desks in an instant. This improved access leads to productivity gains and improved customer service. Instead of spending hours locating necessary files throughout the day, employees can generate sales and tend to other job responsibilities and customer needs.

New Business Creation: Increasing or Declining?

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The question was recently posed to me, "Are there more businesses formed today than in years past, or less?" The answer is varied and depends on who you ask, and as important, what geographic area you are referring to. The local picture here in Orange County, California may be different than the national picture, and we also have to look at where the data comes from. Does filing a new DBA (doing business as) form constitute a "new business?" In many cases the answer is "no" since it can be a new (or additional) name of an existing business. Regardless of all that, let's look at the overall picture, shall we?

One report from a company that sells "start up kits" reports, "an increase of 30% since the recession began in 2010. This shows that people want to have independence and in many cases create their own jobs by starting a new business. These new businesses tend to be startups just like the startups we teach about in our courses..." Is this report/ review biased? Without a doubt. They are using their slant and their product disguised as a press release to declare a jaded view of hard data. There is nothing wrong with that, companies do it all the time and it is a very useful way to utilize PR and media exposure.

The Kaufmann Foundation, one of the largest and most esteemed nonprofits that does many things- including reporting on new business creating- is very specific by stating that new business creation is higher in the West and the Southwest, as much as 12% higher than the rest of the nation. Another key statistic:

"Establishments owned by younger firms grow faster, on average, than those owned by older firms. However, many young firms close shortly after they open, so the job destruction rate is also higher for establishments owned by younger firms. Hence the pattern for young businesses is one of "up or out," with rapid net growth for survivors balanced by a high exit rate." An interesting statistic and one which I personally discovered while researching a book.

One of the very sad facts that is more correct than not, is that California as a state has gone from one of the leaders in entrepreneurial creation, to the bottom-until recently. Using Bureau of Labor Statistics' data, which is highly focused and accurate, California between 2009 and 2010 went from first to next to worst among states for opening new business establishments. In 2009, California had 12,529 new business establishments and in 2010, it lost 4,632 establishments. Only Michigan was worse, losing 5,480.

How sad is that?

BUT the good news is that things improved significantly in 2011 as of a recent Kaufmann report and California has gone back to second place, with just Arizona ahead.

"The Great Recession has pushed many individuals into business ownership due to high unemployment rates," said Robert Litan, vice president of research and policy at the Kauffman Foundation. He added that economic uncertainty has made these start-up entrepreneurs more cautious so they are starting firms with no employees. "This 'jobless entrepreneurship' trend negatively effects job creation and the larger economic recovery."

So the question is raised, "Are entrepreneurs born or are they made?" Traditionally they are more genetically driven than "needs" driven, but this never-ending recession (statistics be damned, we still have it) are "forcing" many to go the self-employment route.

As a highly unemployable entrepreneur I applaud all that take that plunge, whether by genetic predisposition or necessity. The only caveats: seek knowledge first, find a mentor, and collaborate with anyone that can support your venture.

If you like this train of though let me know and we'll explore the process of how to create a successful and profitable business in just two years.

As a partner with OPIS Network ( http://www.opisnetwork.com/ ) we offer unique workshops and training. Our "helping 100 businesses for 100 days" allows cities to support their struggling business community and has received accolades from various cities in Orange County, CA. We also work with nonprofits though our nonprofit division called Nonprofit Development Alliance.

If you would like to offer unique solutions in this new paradigm, all of our programs are part of our Affiliate Network offerings.