Go Paperless In Six Easy Steps

One of the simplest ways to Go Green today is by going “Paperless” at your business and/or home office. The beginning of the year is an excellent time to get started. If you are stumped and not sure where to start, here are six simple steps to help you achieve this modern way of record keeping.

Step 1 – Make the decision to go paperless. Sounds simple enough but, going paperless will require some changes in how you keep records. Conduct a quick survey of how you file your important papers. Get used to reading documents on your computer instead of printing out and filing for your record.  As a general rule before you print a document, ask yourself, “Is this document already on file where I could acquire a copy if needed?” Document files you want to keep but do not require printing, can be copied or moved to special directory on your computer.

Step 2 – Invest in a quality scanning device and document view software. Quality equipment does not necessarily mean it’s expensive. There are affordable scanning devices available. Consider a single multi-page scanner unit or an all-in-one printer, scanner, fax machine equipped with an auto document feeder. Speaking from experience, the units with a document feed are much more convenient due to the hands free operation. My all-in-one officejet has three dpi settings for my choice in the quality of the scan and file format choices of PDF, JPG, email PDF or JPG, or text.

To view and print your scanned pages, the most commonly used viewing software for PDF files is Adobe Reader. You probably already have a version of it on your computer. If not you can download it for free at http://get.adobe.com/reader/. In order to add, delete or rearrange pages in a PDF file you will need to purchase a version of Adobe Acrobat. Additional free and prepaid services are provided online at http://acobat.com.

Step 3 – Set up a Scanned Document directory on your computer. Before you start scanning you will need to set up a filing system on your computer that is comparable to your paper filing system. Add folders under your Scanned Document directory in the same order or make changes as needed. If you file your records by date or category, it is easy to move directories around on your computer.  Note: As you begin to file your scanned documents on your computer it is important that the file name describe the document in as much detail as possible for ease in finding the document as needed.

Step 4 – Start scanning. Scan every document, letter, magazine article, record, etc., that you would normally store in a filing cabinet. Small pieces of paper can be taped or glued to a full sheet of paper for scanning. Instead of making paper copies of letters, memos and legal papers, scan the final document and save them to your computer.

Step 5 – A backup system is a must have. It is important that you have a reliable backup and data storage device for your computer system. Computer systems do fail and for your legal records to be safe, you must have a back up system.  Backup storage devices are not expensive and could be a life saver when it comes to your business and personal records.

Step 6 – Destroy the original. In order for your scanned document file to be considered your legal record, you must not keep the original document in paper form. After scanning and insuring that you have a valid copy of the document, you must destroy the original. However, it is permitted to have a set trial period in the beginning, where documents are saved in paper form and electronically until a reliable backup system is in place and you are comfortable with the scanned record system.

Soon you will realize the benefits and ease of paperless record keeping. You will spend less on paper and filing will become a thing of the past.