SERVICES / SMALL BUSINESS AI DIGITAL TRANSFORMATION / PAPERLESS AI OFFICE
Small Business AI Digital Transformation // Chicago-Based · Available Anywhere
Paperless AI Office is Path 01 of Small Business AI Digital Transformation — the document foundation every later AI workflow builds on. Installed, organized, secured, and made ready for responsible AI use by Aladdin Studio. Your AI account remains yours — Aladdin does not resell a subscription or lock your records into one AI vendor. Setup and training are available in English and Spanish. The system is built on the established open-source Paperless-ngx platform; you pay for design, installation, conversion, security, and care — not a software license.
[01] // The System
One archive for the records your team needs every day — organized around how your firm actually files.
[THE ARCHIVE]
[DONE FOR YOU]
[02] // AI-Ready Archive
AI is useful only when it can find, read, and cite the right documents. We organize your archive so your team can assemble a clean, permission-checked document set and use the business AI subscription it already chose.
[BRING YOUR OWN AI]
[FIRST-PASS WORK]
Controlled by design: AI receives a selected document set, not unrestricted access to your entire archive. During setup we define which records may be used, which AI plan and privacy settings are acceptable, who approves an export, and how every result is checked against its source. AI produces a first pass — a qualified professional reviews it before anyone relies on it.
[03] // Hosting
There is no one-size-fits-all answer. We recommend the model that fits your locations, staff, and risk profile.
[OPTION A // RECOMMENDED FOR MOST SINGLE OFFICES]
[OPTION B // MULTI-LOCATION OR REMOTE-FIRST]
Important: A major cloud is secure infrastructure, not an automatic compliance certification. A compliant deployment depends on the account design, application configuration, access policies, monitoring, backups, and your firm’s own procedures. During the audit, we document which controls apply to your business before any regulated records are migrated.
[04] // Ideal Fit
The ideal fit is not a particular industry. It is a business whose work slows down because the right document is hard to find, hard to assemble, or hard to trust.
Forms, applications, contracts, invoices, and records move through the business every day — and paper or scattered files slow the work down.
Every client, engagement, project, or transaction creates a file that someone must reconstruct quickly, completely, and with confidence.
Answers are needed in hours or days, not after a search through cabinets, inboxes, desktops, and shared drives.
Records must be kept for years, access must be limited to the right people, and the business must be able to show what was retained and why.
Documents arrive by paper, email, scan, and download across staff, offices, and remote workers — but no one can see the complete file in one place.
The business uses — or wants to use — AI, but first needs clean, organized, permissioned documents and a human check before AI helps with real work.
[05] // Pricing
Transparent package pricing. Hardware, cloud usage, and bulk scanning are never buried in a vague monthly fee.
ARCHIVE PILOT
$495
PAPERLESS OFFICE LAUNCH
FROM $2,000
ARCHIVE CARE
$200/mo
Bulk backfile scanning is quoted per banker’s box after the pilot inventory, so you can convert 10 boxes now and more later. The office appliance is a flat $599 one-time package (Raspberry Pi 5, 1 TB NVMe, local backup drive, battery backup — installed). Larger archives and high-volume scanning setups are quoted at the audit. For cloud deployments, your provider bills your dedicated account directly. A scanner is a separate purchase only if your current copier or scanner is not adequate.
[06] // Process
Four steps. New documents enter the system first — the archive does not wait for every old box to be scanned.
[07] // FAQ
Yes. We deploy a single-tenant system in a dedicated account owned by your business — on AWS, Microsoft Azure, or Google Cloud — inside private networking with encrypted storage and backups, MFA/SSO, least-privilege access, audit logging, and private VPN access. We usually recommend the cloud behind the tools you already use: Azure for Microsoft 365 organizations, Google Cloud for Google Workspace, AWS otherwise. When a U.S. government cloud is required, Azure Government and AWS GovCloud are available. A cloud provides strong infrastructure controls, but no cloud alone makes the application or your business “compliant” — the architecture, configuration, and operating procedures matter, and we document them during the audit.
For most single-location offices, the appliance is simpler and keeps the working archive inside the building, with encrypted backup offsite. For multiple locations or a remote-first team, a client-owned private cloud is usually the better fit. We do not recommend a shared multi-tenant archive for sensitive client records.
None from us. The archive is designed to work with the business AI subscription your firm chooses — Claude, ChatGPT, Microsoft Copilot, Google Gemini, or another approved tool. During setup we review the plan’s document limits and available privacy, retention, and training controls. Confidential records should not be placed in a personal or free AI account unless your firm’s policies and client obligations permit it.
Not by default. The starting model is a selected, permission-checked export for a defined task. A direct connector or integration can be evaluated later only after the use case, permissions, audit trail, vendor terms, and retention rules are approved.
No. Paperless-ngx is open-source software. Aladdin sells the records audit, system design, installation, security configuration, document conversion, training, and ongoing management around it. Your documents remain exportable in standard formats — no proprietary lock-in.
No software product is compliant by itself. Compliance belongs to the whole system and organization: hosting, encryption, access control, audit logs, policies, training, and incident procedures. We assess regulated records during the audit, configure the deployment to support the applicable safeguards, and make the remaining responsibilities explicit before launch. Tax practices can add a written information security plan.
Yes — through private, authenticated remote access, not a public login page. Permissions still control which users can see which documents.
No. Day-forward filing starts at launch. Backfiles are converted in priority order and quoted per banker’s box, so the project can be phased by quarter or department.
New documents are scanned by your own staff at intake — training is included in the launch. For the backfile, Aladdin provides a contract scanning technician who works on-site at your office in the Chicago area, background-checked and under a signed confidentiality agreement; your documents never leave your premises. Backfile conversion is priced per banker’s box. If your firm prefers, your staff can convert backfiles instead, with our training and quality checks.
Yes. The offering is open to small businesses anywhere: the archive, setup, training, and AI workflows are delivered remotely, and a client-owned private cloud or your own server is usually the best fit. The only location-bound piece is hands-on backfile scanning — our contract technicians cover the Chicago area. Elsewhere, your staff scans with our training and quality checks, or we scope a conversion plan in your audit.
The system and documents are yours. You keep the archive, administrator credentials, documentation, and exportable files. Without care, your firm becomes responsible for updates, backups, monitoring, and support.
[08] // Request
Tell us what you file, where it lives, and how your team finds it today. We reply with a fit assessment and the right first step.
