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Tips of the Season
October - December 2014
Creative Scanning IdeasCreative Scanning Ideas.

Did you know that paper is the #1 item that people hoard?
You may really hate paper and have too much around. Scanning helps cut down on the paper clutter and makes information easy to retrieve. Being on your computer and backed up to the cloud, it is always available. It's time to get creative with your scanner!
  • Create digital copies of your kids' school papers. Digitizing makes a permanent copy you can save and share with grandparents. Keep only the most precious of art work and create a digital photo book.
  • Scan in important documents. It may be for emergency preparedness or to create additional copies. It's easier to find these documents. Keep these files on Dropbox so that you can access them anywhere and anytime.
  • Ripping recipes, decor and more from magazines? Scanners are a great way to categorize your information and keep it together. Create different files for the different interests and hobbies. Use a uniform naming convention in saving your files.
  • Keepsake newspaper articles are easier to archive after scanned. It's making a truly permanent copy this way.
  • Have lots of business cards or flyers from vendors? Scanning these and saving to Evernote helps you access and categorize these easily.
  • Save documents without stressing. A sign in sheet for work or a CEU certificate for education can be scanned in and saved for later reference.

 

Getting started
There are many options for scanning. The apps GeniusScan and DocScan are available on you smartphone. Fujitsu and Neat offer portable wand scanners and desk top scanners. Multifunction machines are equipped with flat bed and feed scanners. The most important part is to get started right away by hooking up and testing your equipment. Many times I find equipment still in boxes years after purchase. Just jump in!

Setting up
Getting a good system in place makes organizing easier. Start setting up a consistent folder system before you scan your first document. Write out a list or create a mind map of the information to retrieve in your documents. Like with paper files, more general folder names are best to start. Inside these folders you can create more specific files. Your digital files should match your paper files for consistency and easy retrieval of information.

For Home:

  • Home and Auto
    • Auto Repair
    • Home Repair
  • Financial
    • Banking
    • Utilities and Monthly bills
    • Investment
    • Retirement
    • Life Insurance
  • Personal
    • Dad medical
    • Mom medical
    • Susie medical
    • Susie school
    • Johnny medical
    • Johnny school

For The Office:

  • Clients
  • Vendors
  • Administrative
    • Corporate formation
    • Permits and licenses
  • Financial
    • Banking
    • Expenses (by year)
      • Assets
      • Marketing
      • Office supplies
This is just a sample of categories to get you started.
Set up consistent naming of your documents. Write out your options and decide on one naming convention. You will be glad you took the time to create a plan for this. Some examples include starting with the more general, to the more specific, and maybe with a date.
  • Utilities.Gas.1.14
  • Medical.Mom.14
  • Expenses.OfficeSupplies.14
  • Administrative.Incorporation

To be scanned spot
Not all paper needs to be scanned. Using the triage method, go through your mail, kids' papers, receipts and other papers to decide what will be scanned. Establish a bin, folder, or tray for items to be scanned. By designating this spot, you are creating a baby step to get started scanning.

Still overwhelmed by paper and the idea of scanning? Give me a call and together we will partner to make paper disappear.




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