Document Storage - What to Do with Important Papers

Recently I worked with a client who was clearing out a storage unit that contained more than 20 years worth of medical records as well as important business and tax documents.  Whether you are dealing with your personal tax records and important papers, the estate of a loved one, or the documents accumulated when running a business of any size, having a document storage plan is a good idea.

Getting a handle on what to do with your important papers is no small feat - even for the well-organized. Cost of storage, document destruction, scanning to electronic files and document retrieval are all things to take into consideration as part of the storage plan. In many situations, it's important to know what the legal requirements are for retaining records too. For instance, if dealing with patient files, there are specific HIPAA regulations that are required for document destruction, storage and certification to maintain patient privacy.  Tax files for individuals, estates and small business all have requirements for the length of time you're required to keep your records.


Here are a few links you may find useful when you begin your document storage plan - whether you decide you need a commercial storage facility,  a security deposit box or a company to shred, recycle or scan your paper documents to e-files:

• HIPPA Privacy and Security Rules - Learn more about which entities must comply with the Privacy and Security Rules, the requirements of the rules, and guidance available to help covered entities implement and maintain compliance with these requirements.
• IRS Publication 552 Record Keeping for Individuals 
• Pouch Records Managment
• Pouch is one of the many companies that offers a variety of services to individuals as well as businesses large and small.  They've got a full line of available services for document storage and retrieval, and are located in Southern California (Fullerton).  Overall, I would recommend them as an effective (and affordable) document storage sollution.  I would however add a note of caution: Be sure to review ala carte service charges. They can add up quickly if you are unprepared!

How to Get Money for a Small Business

For many, one of the biggest deterrents to starting a business is finding the funds for startup. While some may chose to start a business based solely on private investment, there may be additional state and federal programs that can help.


One of the ways the U.S. Small Business Administration (SBA) provides short-term loans to small businesses is through their Micro-Loan Program. The SBA does not loan money, however, they guarantee it through intermediary lenders. Microloans can be used for inventory, supplies, furniture and fixtures, but not real estate purchases or to pay off existing debt. 

For businesses in California, you can find additional information at the California Business Portal; or to find grant info or other funding outside of California, check this List of economic development websites by State. Grants may also come from educational or research institutions, or from monies set aside specifically for women and minority owned businesses.

For those that are in the following sectors: Information Technology, Childcare or Renewable Energy, many states  has specific programs for entrepreneurs or small business owners that have a proven history in these areas.

New Websites to Unveil

I've been working hard (and collaborating with several fellow writers from eHow and Associated Content) to get FOUR new websites up and running over the last month or so. Each has a distinct theme, and features lots of articles and resources. Check 'em out when you can.

Hearth-n-Home:
Hearth & Home contains a variety of resources and articles designed to help you make your home and family the best it can be. Topics include green living, remodeling projects, hobbies and crafts, health and nutrition, travel and pets.

Small Biz Digest:
Whether you are a current small business owner trying to stay afloat, considering a start-up business, freelancing after a layoff, or are a work-at-home entrepreneur, we've got plenty of info, tips, articles and more to help you succeed in the world of Small Business.



For Women By Women:
FWBW's articles are all written by women. Topics include work & career, motherhood, beauty, and health.

I hope you'll bookmark the sites, as we will be adding content to them every month!

Combating the Challenges of Small Business

This year so far has been a challenging time for almost every family and small business owner that I know. From printing shops to online crafters, work-at-home moms and thrift store owners - I've seen many struggle (including myself) to find a balance between costs and profits that keep your business running, and your customers or clients coming back. Here are a few articles that may help you find a balance in your own small business or "extra money" venture.[ADDITIONAL CONTENT/ARTICLE LINKS REMOVED]

More resources and articles can be found at the Small Biz Digest.

Promoting Your Small Business Online FREE

For most small businesses with small marketing budgets, free online advertising can be an effective way to connect with new customers; create a buzz around a product or upcoming event; or stay connected with your current clients. Twitter, Facebook, LinkedIn, MerchantCircle and MySpace are just a few of the popular ways you can promote your business or services:

Got a Twitter Account or are considering getting one?
Check out these Twitter marketing articles:

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Familiar with MerchantCircle? MerchantCircle allows businesses to connect with other businesses, find new customers, advertise ongoing specials, or just stay in touch with current customers. Check out this article on using MerchantCircle to connect with local customers :

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Is your business listed on Google Maps? It should be!

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How to Avoid Common Blog Mistakes

A blog can be an excellent marketing tool for a business, or it can provide a great platform to voice your opinion. However, a successful blog is primarily dependent on having a legion of followers.Here are some simple tips to avoid the types of mistakes that leave a blog out in the cold. [ADDITIONAL CONTENT / ARTICLE LINKS REMOVED]

Content Marketing Cheat Sheet

Below is an excellent presentation for business owners that are looking for tips and resources for content marketing that is web savvy and designed to build your customer base. The information is both valuable and timely, whether you are a budding Mompreneur or an established small to mid size company. Be sure to click on the hyperlinks within the presentation to connect with even more great articles on building buzz and profit:

ClickDocuments: Content Marketing Cheat Sheet

View more OpenOffice presentations from Ambal Balakrishnan.

Are You A Stay At Home Mom with A Great Idea?

"The hand that rocks the cradle rules the world". Even more so it seems in today's economy. Moms are known to be clever and resourceful, and now they are leading the pack when it comes to creating income opportunities from home. So much so that they've been given their own title: "Mompreneur" or "Mommy Entrepreneurs".

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Constant Contact - Small Business Solutions

I'm currently using Constant Contact to create my clients' e-zines or newsletters and would highly recommend it to small businesses as a means of staying in touch with your current clients, as well as building your client base. (and no, I'm not a paid spokesperson... just a happy user!)

Using Google Maps for Business

Did you know you can add free online coupons to show up on your Google Maps listing?  What you say... you don't have a FREE business listing on Google Maps?  If not, you're definitely missing out on a great opportunity!  [ADDITIONAL CONTENT / ARTICLE LINKS REMOVED]

How To Create A Business Travel Profile

A business travel profile is an easy way to help you keep all your traveler's preferences and details together on one form. [ADDITIONAL CONTENT / ARTICLE LINKS REMOVED]

Business News Articles - Keeping Up Online

Keeping up with the latest business news around the world is important, especially in today's economy. Many of us prefer to view the news online, and there are dozens of available sites on the Internet to keep abreast of the top stories, trends, and analyses.  [ADDITIONAL CONTENT / ARTICLE LINKS REMOVED]

Resources for Small Business: Websites You Should Know About

If you are a Small Business owner or are considering starting a business, here a few websites that can help you get started. Read more

TAX TIPS for Small Business Owners

I am not a Tax or Bookkeeping expert, but I have a great resource to share:  For Your Business Bookkeeping Services.  Cheryl Hinkson, the owner, is well-versed in "all things bookkeeping" for business and has even written a great article that I found to be so helpful that I just had to share it:  How To Audit Proof Your Schedule C.  Definitely worth the read!

Need To Find New Customers For Your Business?

These are difficult economic times, especially for small businesses who have seen drastic drops in their customer base and revenues. Here are a few effective ways to attract new customers, and keep your business doors open!  [ADDITIONAL CONTENT / ARTICLE LINKS REMOVED]

photo credit: inzones.com

Picking A Business Friendly E-Mail Address

Personalizing your e-mail is a good thing, but there are some e-mail names that don't tend to show you in your best light, when it comes to business communications... read more

photo courtesy of inzones.com

Virtual Assistant for Therapists

I have a great client that persuaded me to add a page to my website just for Therapists and other mental health providers. She is a therapist herself, and over the course of working together, I've come to realize there are truly special scenarios for therapists when it comes to marketing their practice and supporting them in general, whether it be posting online ads, creating e-zines or newsletters, or preparing workshop presentations.

Today I published my new page designed for therapists and others in the industry who may need help. You can view it here: Assistants for Therapists

10 Great Ways to Organize Your Home Office or Small Business

1. A place for everything, and everything in its place” … yes, it’s an oldie but goodie and still rings true, especially in today’s environment when so many of us chisel out workspace in our homes.
   
2. Be a “Basket-Head”. Use baskets (shallow, rectangular) to separate the paper stacks that seem to have a life of their own. I have 3 baskets on a shelf next to my desk labeled “Personal” (correspondence, bank statements not related to my business, personal receipts, etc.) “Accounting” (bank & tax statements, vendor invoices, client billings, etc.), and “Read/Research” (articles, notes on prospects/products to research, newsletters and other non-critical mail).
   
3. Daily Use Only on Desktops. In other words, don’t clutter the desktops with things you don’t need on a daily basis (do we really need 50 pens in a cup??)– move them to a shelf, a drawer, or a closet.
   
4. The Virgin Inbox. Limit your Inbox only to items “untouched”. Once you pick up that piece of paper, DO something with it – sort it, shred/recycle it, or pass it on. Touching a document over and over is definitely one of the Top 3 time wasters.
   
5. Mirror your Filing. Actually, I should have first stated: Create a filing system! Once you’ve done that for the paper files then mirror the same folder structure/names for your electronic folders (email/docs stored on your PC).
   
6. Christmas is over – Take down the tree. Most of us make that a ritual, right? Apply the same principle to your office. Once the event or project is complete – archive it. Use banker’s boxes to store files, project samples, photos, etc. Make a semi-detailed list of the box contents and tape it to the front of the box. Box labels like ‘2007 Projects’ or ‘Old Jobs’ are only going to require unnecessary search time down the road.
   
7. Time Blocks. Interruptions and distractions are probably the most difficult to overcome. For me, it’s the little window that pops up to let me know I have new mail…I’m like a moth to a flame! Designate blocks of time to complete tasks. Even if it’s only 30 minutes, committing to a particular date/time to handle a specific task will add to your sense of accomplishment…and it “catches on” with others. For instance: When others see that every morning when you come in you take 30 minutes to read your incoming mail and check your messages and respond to any critical items, they become aware and less likely to interrupt.
   
8. Tackle Clutter. You can create an entire shelf/storage system for less than $150. If you don’t have shelves, invest in a free standing unit. Purchase see-thru plastic boxes in a variety of sizes, for storing office supplies, samples, parts, etc. Purchase a labeler (Brother has a great inexpensive model) and make sure to label two sides (front/back, front/side) with the contents. I say two sides because depending on how you stack things, it might be easier to read the side of a box as opposed to only the front.
   
9. Let Go of the Past. Typewriter ribbons…track-fed labels… gummed reinforcement circles… pegboard accounting journals…adding machines…orphaned computer parts…Does this ring a bell? Storage closets are not time capsules! The rule of thumb is: If you haven’t used it in the last year, you probably won’t. Donate or dispose of, but get ‘em out of there.
   
10. Scan & Store. Don’t let flooding, fire, etc. be the demise of “business as usual”. Every business should have at least an electronic copy of things that are crucial. So if you don’t have a scanner, buy one. Scan a copy of tax/bank/credit card records (scan the front and back of any credit or debit card…sometimes you need that CCV number.) Scan a copy of your master agreements and document templates, lease agreements, current vendor and client contracts, and inventory lists. Make sure you have a copy of your logo, your brochures, etc. When you’re done – transfer a copy to some sort of portable storage (a flash drive, SD card, CD) and store it offsite.