Green is good business-wise. Saving stuff on the cloud is energy efficient. And we all realize that using less paper protects the environment, saves trees, makes for less clutter and vastly streamlines a whole host of business processes. Nonetheless there are a handful of necessary documents that should be available in hard copy for all businesses. Contracts, permits, licenses and raised-seal documents should always be available in hard copy formats. Your company’s emergency plans should be online and also available in a printed portable package. It doesn’t hurt to also print out company goals and values, for easy access and reference. Critical job-acquisition data, like your business card and resume should always be in a portable format. It’s also a good idea to have stock certificates and payment receipts in a hard copy format. It’s simply wise to also have a list of passwords that is not on your hard-drive. Basically, any file without which your operation would fail should probably be in a hard copy.
- If your company’s value statement is printed up and hanging on a wall, it serves as a reminder to you and to others who work there as to what the company stands for.
- You will need physical copies of any document with a signature or a raised seal, and these should be kept in a secure location.
- It’s always handy to carry copies of your business card, because you never know when you will want to give one out.
“?It?s important to maintain a physical copy of any information or procedure that will be needed if an emergency renders computer access impossible. This could include emergency contact information, fire safety procedures, office evacuation procedures and business continuity plans.?”