|Save the planet.|
Don’t keep drawers full of paperwork. Instead, scan whatever papers you need into your hard drive. Benefits:
- Save trees
- Find your files more easily
- Avoid losing important papers in a disaster
- Takes up less physical space
- More convenient access to your files
Develop a simple filing system.
- Set up folders to naturally classify your papers. For example, sales invoices can go in one folder and rent bills in another.
- In each folder, mix scans with other relevant documents, such as MS-Word files.
- Save all scans in the same format – PDF format works.
- A 300 DPI setting in color is usually clear enough for most papers without hogging too much disk space.
- Use a consistent naming system. For example, I name each file according to the date: YearMonthDate. A memo dated “February 18, 2011” would be named “20110218.” Then, alphabetized files will also appear in chronological order.
- Proprietary programs for filing scanned documents (such as PaperPort) don’t add much value over simply viewing your files in Windows Explorer.
- A cloud-based system like DropBox will back up all your files and make them available online, on a tablet and on other computers.