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Business Work

Saving your Paper Trail

 

In the course of our lives, we create a large paper trail which we take with us as a means of identifying who we are, this trail involves

  • Identification proofs such as driver’s license, pan cards, UID (hope that works!), ration cards
  • Bills (telephone, electricity, credit cards) and their respective receipts
  • Mark sheets and Passing certificates (and thank god I have gone through that phase!)
  • Certifications
  • Insurance policies and other financial documents (pass books, cheque books, shares)

The list of paper documents we manage is endless … in fact as I am writing this, I know that there is one drawer-full of electricity bills in my house, all of my family members have a separate file for certificates and documents which is at least 2 inches thick. Despite of maintaining this growing trail of papers, when the time comes to fill taxes (which should have been a mundane task since I have been doing it for the past decade of my working life), I end up running around till the last-minute.

The problem?

A paper storage and retrieval system which is messy at best and chaotic at the worst. I am not alone in this war against documents, businesses suffer the same problem as well. For start-ups, the first 5 years go in peace, in the sixth year though, there is a drastic need to get all of your papers in place. That includes TDS filings, bills for incidentals, purchase documents, sales receipts … the list goes on. So what is to be done?

This is where Document Storage Solutions come into play

Document Storage involves storage and management of important documents, records management for example or simple archival of the existing documents to be fetched at a later time. These solutions are also useful for governments, for example the UK government does use strong record management facilities to support their Freedom of Information requests from the citizens. However, FOI can only be useful where the document is actually stored, what about those  documents which are destroyed? Some problems are beyond the scope of Document Storage :-)

What is important for us here is that sometimes maintaining and storing all these paper documents becomes an issue (in terms of space, in terms of finding the documents at the right time), and that’s why services which can effectively maintain these services are being founded and I find them just the solution for saving you (or your organization’s) paper trails.

By Prasad Ajinkya

Prasad Ajinkya is the Big Fat Geek and often he spends his time working on the WordPress or Google eco-system. He loves to solve business problems with technology.

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