Transforming Your Workplace

Transforming to a digitally focused workplace requires time, resources and planning. To assist you in this endeavor, we will touch on some key areas to consider during this post-pandemic environment. Now is best time to rethink how your business is making its way through a new digital-based transition. That’s a tall order made even more complicated by the challenges and uncertainties left in a post-COVID-19, digitally-reliant environment. The key is to simultaneously rethink strategies for how and where you work.

For businesses that need immediate access to large volumes of stored documents, digital storage may provide the most effective and efficient solution. Paper Cuts can scan and store your documents on our secure, off-site servers. You then can access your documents from your desk top over the internet in real time. Protect your confidential documents from theft, unauthorized access, and loss in the event of fire or natural disaster.

Paper Cuts can help you save time, space, money, and hassle by helping you create a Paperless Office. From simple and affordable scanning to sophisticated optical character recognition, we can help you by converting your paper to electronic filesstored in a digital format. You may store your electronic files on CDs, your computer servers, or on our servers. When you need a file, you simply insert a CD, retrieve the file from your computer, or download it over the internet. We'll help you develop the ability to "go digital" for the future.

Since 2004, we have built our stellar reputation for customer service and affordable rates because we understand that every business has unique requirements. We take great satisfaction in both our customized pricing and the thoroughness of our professional and confidential services. We will work with you to minimize your document scanning and digital storage costs anywhere in close to you. We offer a customized pricing solution to meet your specific requirements.

In many cases throughout your community, vital business and personal information can be discovered just sitting amongst other trash disposed of in a public garbage bin near the same company business office, accessible to anyone walking by. Since most businesses have access to sensitive personal information, there is a growing body of legislation being supported to protect all citizens' confidentiality.

Paper Cuts can help you rethink your workplace with smart, customized, localized solutions to help you with the digitization of your business. And we can partner with you to provide you with all-in-one, integrated services for simplified digital conversion, secure records archiving, and comprehensive information management anywhere across Southern California.

To help you begin assessing your future business environment needs, we have prepared a helpful guide book entitled Transforming Your Workplace. This guide book will show you how we can play an essential role in helping you prepare your workplace for future challenges > > > >

The past COVID-19 pandemic forever effected the traditional physical office space. While business offices still have a future because many jobs must be performed in an office-like location for a variety of reasons, they will continue to help workers feel like they’re part of something bigger. But there is no question that a discussion of office design will start with how the old pre-pandemic environment differed versus the new post-pandemic.environment.

What has changed? How many employees want to work in the office, fully remote or in a hybrid environment? How can the physical office support flexibility? What will be the fate of the executive suite? The storeroom? The employee lounge? The community kitchen? These are all important questions in rethinking a physical office environment.

Find out more on page 7 of your Digital Workplace Guide

During the COVID-19 pandemic, remote working became a vital necessity to keep businesses functioning. While remote working involves both positives and negatives, it’s clear remote working is here to stay in some form. Businesses must assess the benefits that employees are balancing with less commuting times and more flexibility versus the loss of face-to-face interaction and daily camaraderie with colleagues. Key issues to consider ongoing are:

Assess Benefits and Challenges
• Identify Official Policies
• Integrated Security Protocols
• Enhance Encryption Standards
• Protect Original Documents
• Provide Data Access Options

Find out more on page 9 of your Digital Workplace Guide

The benefits of reducing paper are well established —- less mess, better for the environment and lower costs. So why do business have trouble kicking the paper habit? Many people are simply more comfortable working with documents they can physically hold in their hands. However this adherence to paper documents can continue drive up costs over time.

Find out more on page 5 of your Digital Workplace Guide

The first question most businesses ask is “how much of our paper records should be digitized”? Some level of digitization is essential to any workplace transformation strategy, regardless of what the ultimate goals are. Whether you are streamlining workflows and processes, enabling effective collaboration for remote employees or freeing valuable office space for managing socially distant environments, digital transformation should be a vital element of any effectivd solution. Paper Cuts can help you with variety of custom options or a integrated all-in-one hybrid solution:

(1) BackUp File Conversion
(2) Digital Image Scanning
(3) Digital File Retrieval

Find out more on page 6 of your Digital Workplace Guide

For businesses that need immediate access to large volumes of stored documents, digital storage may provide the most effective and efficient solution. Paper Cuts can scan and store your documents on our secure, off-site servers. You then can access your documents from your desk top over the internet in real time. Protect your confidential documents from theft, unauthorized access, and loss in the event of fire or natural disaster.

Paper Cuts can help you save time, space, money, and hassle by helping you create a Paperless Office. From simple and affordable scanning to sophisticated optical character recognition, we can help you by converting your paper to electronic filesstored in a digital format. You may store your electronic files on CDs, your computer servers, or on our servers. When you need a file, you simply insert a CD, retrieve the file from your computer, or download it over the internet. We'll help you develop the ability to "go digital" for the future.

Since 2004, we have built our stellar reputation for customer service and affordable rates because we understand that every business has unique requirements. We take great satisfaction in both our customized pricing and the thoroughness of our professional and confidential services. We will work with you to minimize your document scanning and digital storage costs anywhere in close to you. We offer a customized pricing solution to meet your specific requirements.

In many cases throughout your community, vital business and personal information can be discovered just sitting amongst other trash disposed of in a public garbage bin near the same company business office, accessible to anyone walking by. Since most businesses have access to sensitive personal information, there is a growing body of legislation being supported to protect all citizens' confidentiality.

The Digital Workflow is is not only here, it is the future. Let us help you embrace it. Paper Cuts can help you effectively integrate use of digital technologies like the cloud, digital collaboration, big data, mobile connectivity, and the Internet of Things (IoT) to work more efficiently. It will also save you money by enabling you to more effectively manage your files, data, shredding, eWaste, and recycling. Initially, you should be aware of 3 growing trends that indicate the old “wait-and-see” approach can be a crucial misstep in the ever evolving digital world:

Find out more on page 2 of your Digital Workplace Guide

Paper Cuts always makes sure you choose the right digital scanning solution for your business. Electronic document conversion and digital imaging can be a more economical alternative to hard copy storage when documents are retained for an average of more than 7 years. Simply call us for a free cost comparison and consultation, and we'll help you decide when and how digital conversion may make sense for you.

Paper Cuts has been proudly providing superior digital scanning services across Southern California since 2004. Our loyalty, experience, and dedication gives us an edge in understanding the subtle dynamics of your unique local marketplace, and all its neighboring communities. We work extra hard to offer more affordability, flexibility and responsiveness then other nationally-franchised competitors headquartered outside of CA.

We live, work, and play here too, so our localized scanninv and imaging expertise helps a variety of local community based industries and organizations. Your competition is probably going digital, so don't be left behind! Large and small businesses in key industries everywhere are benefitting from digital document conversion and electronic storage including:

• Business & Corporate Industries
• Financial & Accounting Industries
• Legal, Medical & Scientific Industries
• Educational & Non-Profit Entities
• Home Businesses & Residential Offices

Customers and workers in businesses across Southern California are aware of their legal entitlement to privacy while dealing with confidential information. It's important to take precautions to ensure that sensitive confidential company or personal data doesn’t accidentally fall into the wrong hands, but that's not always easy. It's not worth the hassle of potential criminal and civil prosecution or possibly the loss of your business income if you throw away sensitive information without first destroying it.

As you continue to accumulate confidential documents over time, the ongoing costs of housing physical documents can grow quickly. Paper Cuts can help alleviate these costs by creating a digital file conversion program for you. By scanning and imaging your documents, you can then let us handle the physical strorage of the files themselves. We can pick up and transport your confidential documents and proprietary files to our secured storage warehouse facility for a variety of scanning options.

Our State-of-the-Art mobile transport trucks can safely and securely pick up and drop off large amounts of documents files quickly and efficiently. Then our professional digital conversion staff can scan all your files and convert them over to a secured confidential online archive that you will have access to 24/7. This allows you to refer to or retrieve any specific file anytime you want, 24/7 right from your own desktop.

You can effectively used DIGITAL PLATFORMS to revamp workflows, and cohesively integrate operations, procedures, and restructure environments for improved workflows. The first step to beginning this transformation is to take into account both customer-centric and employee-centric operations and developing a new digitally focused process to make them better. The key to getting this right is choosing which processes to focus on first.

Find out more on page 4 of your Digital Workplace Guide

At Paper Cuts, we provide comprehensive solutions for all of your record collection and data archival needs. Our integrated digital conversion and image scanning process is full-service and includes the following logistical steps as needed:

• Box Collection/Packaging
• Document Prep
• Document Scanning
• Image Cleanup
• Indexation/OCR
• Quality Control
• Finalization
• Delivery Method

1. Collection and Packaging —- Fast, secure, and convenient! Whether you have a box to collect or would like us to organize a collection of hundreds of boxes, our logistics team will work with you to arrange the collection of your documents at the most convenient time for you and in the most
cost-effective way possible.

• Onsite packaging< – If you need additional onsite assistance in removing documents from your filing cabinets, boxing up and cataloguing files for collection or requiring us to collect from a third-party storage supplier’s facility, we can handle it. Our experienced operations team can work with you to arrange the required resources to ensure a smooth collection process.
• Packaging supplies – We can supply all types and sizes of secure storage boxes and recyclable containers as well as packaging material for any fragile and old items such as books, negatives and heritage material.

2. Preparation —- Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paper clips, treasury tags and post-it notes, to ensure consistent processing. All documents including attachments and receipts are kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned effectively.

3. Scanning —- We use the latest document technology, so our scanners are equipped with ultra-sonic double-page-feed sensors, automated color detection and image optimization technology to ensure optimum scanned image quality.

• General Documents – We can scan documents either in black and white or like-for-like as per originals, our document scanning equipment can handle document sizes as small as a train ticket.
• Image Cleanup - Once scanned, our integrated image processing applications further enhance the image quality by removing any unwanted scanned area, removing black boarders, de-skewing images, adjusting image background/foreground, optimizing image contrast, sharpness and file size.

5. Indexation —- is a process to enable structured filing, identification and retrieval of documents. Depending on how the original files and documents are stored or retrieved, we can use the same criteria to index documents into the required filing structure. A typical index criteria that is used for general indexation of documents included:

• Title
• Reference number
• Date

OCR —- Optical Character Recognition can be applied to enable content search and to convert scanned images to text searchable PDF format.

6. Quality Control —- Rigorous quality control checks are applied throughout the document scanning and capture processes, as well as a separate dedicated department is allocated to perform quality checks.
7. Finalization and Delivery —— This includes the final checks in conversion of the data into the client’s required format, storage medium, database imports, cloud system integration (where required) and encryption. The final scanned data can be supplied either on a DVD, USB stick/drive or downloadable to a secured BOX.com once or twice a week. The originals can be:

• Returned
• Stored
• Shredded

For a print out of our detailed Scanning process highlighted above, please print out the attached one-page summary file

Learn More       > > > Our Scanning Process

Compliance issues can often change due to environmental circumstances and effect people across your entire organization. That is why it can be beneficial to work with an experienced third-party records management firm such as Paper Cuts. How you use and manage information has a decisive impact not only on the success of your operations but also the protection of individual privacy, how quickly you can recover after a disaster, and your overall impact on the environment.

Find out more on page 8 of your Digital Workplace Guide

Scanning documents for digital conversion file backup allows HIPAA compliant document sharing without the need to ship boxes of paper records. Effectively protecting proprietary data and PHI requires more than simply scanning and shredding documents. If your organization is audited by investigators from the Department of Health and Human Services Office for Civil Rights, you must be able to demonstrate what happened to patient PHI before, during, and after the scanning process. The following four (4) guidelines should always be considered to complete a HIPAA compliant document scanning project effectively:

1. Maintain Audit Trails —- HIPAA is as much about what you can prove as what you do. When PHI is part of a document scanning project, you must know where the data is and who has access to it at all times. The scanning company or your facility should record who has handled, viewed, or modified all documents containing PHI. When employees access records after the project is completed, these audit trails should also be built into your record storage and retrieval system.

2. Physical and Data Information Security —- Most HIPAA fines are assessed because of lapses in the physical security of clients files or patients records (containing PHI and ePHI — Patient Health Information). Security measures should always include keeping records locked securely and requiring proper credentials to access data. For data protection, The HIPAA Security Rule requires minimum standards, including firewalls, 24-hour network monitoring, encryptions, and advanced antivirus programs. Incorporating zero-trust tools like multi-factor authentication is a minimum requirement for maintaining security.

3. Document Recovery —- While natural or man-made disasters can happen, an effective document recovery plan is the key difference between minutes of downtime and months of rebuilding lost information. Anyone entrusted with protecting PHI should have practical and realistic disaster recovery plans in place.

4. Background Checks —- PHI is one of the most targeted and trafficked types of information by cybercriminals. Because of the wealth of information contained with PHI, it is imperative that any employee who has access to this type of data go through a rigorous background check. CA State and US Federal privacy laws require companies like Paper Cuts to ensure that all security efforts are taken during the scanning and imaging process for full compliancy with privacy laws like HIPAA, HITECH, FACTA and GLBA.

Learn More     > > > Regulations and Compliance