Go Paperless
Go Paperless
Our Reviews of Document Management Software, Document Scanners, & Organizational Services
Resources for you that help you
Go Paperless.
Our Reviews of Document Management Software, Document Scanners, & Organizational Services
Resources for you that help you
Go Paperless.
... a Special Report on how to get a Paperless Office.
... a comprehensive guide on achieving a Paperless Office
Electronic Document Mgt. Software
PaperPort Document Management Software
from Nuance, Inc.For personal or small business paperwork, consider using the FREE version of PaperPort that comes bundled with many low cost, personal desktop scanners. It is a simple, but easy-to-use electronic document management software product that is a good "beginners" system. Other paperless office, electronic document management systems are available that provide more functionality than PaperPort. In the future, we will review electronic document management systems that have been developed for attorneys, accountants, and health care professionals and provide new recommendations. If you have recommendations, please let us know.We recommend you use PDF as your file format when scanning images that provides the most universally accepted readability.Be sure to read the last chapter in Paperless Office, from Myth to Reality, or Go Paperless, in 4 Easy Steps for guidance on how to set up PaperPort for easy, indexless, image filing.Software
Scanners
Scanners
From personal experience, I find my Xerox Documate 252
duplex scanner indispensable for
electronic record management.
Its' compact size fits comfortably
on my desk next to my computer
within easy reach for fast, convenient scanning. At 25 pages (50 images) per minute, it makes quick work of any stack of paper. I can choose single face or duplex (scanning both sides of the paper), black & white, grayscale, or color so virtually any standard size paper is easily processed into images.
Another plus is that the scanner is bundled with PaperPort and Kofax’s VRS software at no extra charge.The unit feeds paper reliably as long as the input tray is not overloaded. I personally put about 10 pages maximum in the tray. When scanning a larger pile of paper, simply place more stacks in the tray. If done promptly soon after the last page is scanned, the scanner simply continues to scan the pile. If not, you just “add pages” via a mouse click.Be sure to remove paper clips and staples and smooth out the paper to help get good feeds. Sometimes I get two pages fed at once but this is unusual. Plus, if I fan the paper before loading, that introduces air between the pages, feeding is normally excellent. However, the Documate 252 does not scan rigid items such as plastic insurance cards.Documate scans directly into your current PaperPort folder that supports the “foldering” document storage method. Documents are stored as PDF files that can easily be sent to others who have Adobe Acrobat Reader. Do not use PaperPort’s proprietary image system since it is not universally used at Acrobat Reader. The Documate scanner line is now expanded into faster models with more features at a higher price. So be sure to review the entire line before deciding which is best for you and your situation. The Documate 252, with a list price under $900, is a bargain considering its functionality. Organizing Resources
Here are some resources I’ve discovered that could be helpful to you as you seek to improve your personal organization and productivity.
Discover your organizational style
The first is a book from Lanna Nakone, a professional organizer headquartered in St. Helena, California.
I recently finished her book, Organizing for your Brain Type. Since I tend to be a pack rat, I found Lanna’s book very helpful as she describes my tendency to have piles (organized of course) on my desk. By taking her assessment style test, I discovered that I am clearly the “Innovative Style”, creative and artistic. I would clearly suggest you get her book if you are unsure of your personal, organizational style. Better to work within your style than to try to fit in someone else’s preconception of what or how you should organize. You can learn more about Lanna and her business at www.organizedworld.com.
Get more productive with Managerial Tune-Ups
Another resource to consider is Eve Abbott, owner, author, and consultant at Organizer Extraordinaire in the San Francisco Bay Area.
Eve personally helped me organize my otherwise piled high office in the late 90’s. (Before computers helped offload the paper piles). Eve also deals with how the brain functions differently for people and discusses
“How to do Space Age Work with a Stone Age Brain, her latest book on managerial and personal productivity. You can see more at www.organizer-extraordinaire.com. If you want hands on help, consider giving Eve a call.
Large Scale Back-file Image Conversion Service
And if you have a large imaging project, my book, Paperless Office, from Myth to Reality, is probably NOT going to solve your needs. If you have a large project, check out the resources at http://www.tab.com/Services/ServicesImaging.aspx. TAB Products Company, headquartered in Wisconsin, has Certified Records Managers in the U.S.A, Canada, and Western Europe who can provide turn-key back-file image conversion to any software solution you are using. They don’t sell software, they simply help you be successful with the software you already have (or they can coach you on large system software if you need implementation assistance).
# # #
Resources
Xerox Documate 252
