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Avoid the Great Paper Pileup
Don't let unavoidable scraps cause a jam in your paperless system. These easy tips will keep your home office lanes clear
After reading the comments from prior weeks' articles on home organizing, it sounds like a lot of folks are interested in living the paperless lifestyle. But as you can probably guess, no matter how much you want paper out of your life, receipts, bills and business cards will still make their way into your home. So it's crucial to deal with them by creating effective but simple systems for easy access later.
This means:
This means:
- Establishing an active filing zone
- Deciding how you'll digitize your paper
- Making sure you back everything up
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| Corralling It would be great if I had the discipline to scan paperwork as it comes in, but I don't. I also don't have time to open the scanner up and digitally file things away one by one. So I've created a place for "active files" to corral my paperwork before the lot gets scanned and digitally filed. And while you might be organized to a T (and thus inclined to skip this step), I think it's important for one reason: Taking a moment for your active filing will help clue you in as to what needs to be scanned and what can be recycled, avoiding the habit of trying to scan every document that comes in. For instance, after a week or two, I know I'm not going to return my Banana Republic shirt, and I can now recycle the receipt. Or maybe I've decided that I don't really need the pamphlet to my latest organizing conference. You get the picture. |
by CWB Architects
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What to Include in Active Filing
It can be as simple as having a "To Scan" file folder that you process once a week to twice a month. I'll usually process this file folder when I actually have time to scan the items inside. Anything deemed irrelevant or no longer needed gets recycled or shredded. The rest gets scanned.
Other files you might create: "To Do," "Pending," and any project-related papers that need a spot to land.
I tend to think vertical when looking for a spot to store my active files, and use hanging wall pockets. You can use the interior of a cabinet door or the nook of a wall.
It can be as simple as having a "To Scan" file folder that you process once a week to twice a month. I'll usually process this file folder when I actually have time to scan the items inside. Anything deemed irrelevant or no longer needed gets recycled or shredded. The rest gets scanned.
Other files you might create: "To Do," "Pending," and any project-related papers that need a spot to land.
I tend to think vertical when looking for a spot to store my active files, and use hanging wall pockets. You can use the interior of a cabinet door or the nook of a wall.
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Scanning
Flatbed scanners: You probably already own a flatbed scanner at home; mine came as an all-in-one with my printer a few years back. And while these scanners work just fine for digitizing active papers on a weekly basis, you'll probably die of boredom if you tried scanning your backlog of paperwork with these dinosaurs.
Sheet-fed scanners: If you're serious about going paperless and have tons of photos, business cards and paper that need digital archiving, you are going to want a heavy-duty scanner. Usually compact in size, most take 25 to 50 pages at once. Here are my top faves.
Flatbed scanners: You probably already own a flatbed scanner at home; mine came as an all-in-one with my printer a few years back. And while these scanners work just fine for digitizing active papers on a weekly basis, you'll probably die of boredom if you tried scanning your backlog of paperwork with these dinosaurs.
Sheet-fed scanners: If you're serious about going paperless and have tons of photos, business cards and paper that need digital archiving, you are going to want a heavy-duty scanner. Usually compact in size, most take 25 to 50 pages at once. Here are my top faves.
- Fujitsu ScanSnap scanners. I own the Fujitsu ScanSnap S1500M. It's a scanning beast and also can capture double-sided paper. These scanners also use technology called OCR, which allows you to search handwritten or typed documents once they are scanned.
- NeatReceipts makes scanners compatible for PC and Mac users, with a portable or desktop version available.
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| Backing Up If you don't trust your backup system, you're bound to keep the paper copy as a reinforcement, which negates the purpose of scanning everything in the first place.
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| Shredding Disposing of your sensitive documents is key to finishing up the paperless process. If you don't want to invest in a shredder (or refuse to find a spot to hide this eyesore) there are plenty of shredding resources out there.
More: Just Say No to More Paper Online Tools Help You Go Paperless The Paperless Office How to Work With a Professional Organizer |
Ideabook published on March 28, 2012.
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Most cloud services have some level of encryption. I agree with Bneato though to research the company.
Although I understand it may be hard for some people to let go of physical control of their papers, I'd wager that you're far more likely to lose items in your home (theft, moisture, fire, careless spouse, etc.) than if you stored them in the cloud.
Also, while we're on the subject of getting rid of paper. There's a great Iphone App called Paper Karma that allows you to photograph junk mail and they contact the company to get you off their mailing list for FREE!