Fujitsu fi-6130 Duplex Scanner (PA03540-B055)

!±8± Fujitsu fi-6130 Duplex Scanner (PA03540-B055)

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Fujitsu fi-6130 Duplex Scanner (PA03540-B055)

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Going Paperless at Your Office

!±8± Going Paperless at Your Office

There are a lot of great reasons to transform your office into a paperless place of work. Some want to "go green" for the sake of the environment, while others simply need to get better organized, and having mountains of paper is at odds with that goal. Most people, even if they haven't yet thought about it, would agree that being more "green" and more organized are both good things to work towards.

Small offices are some of the most wasteful place in terms of using paper. Even in the Internet era and with widespread email use, it seems that paper use is only increasing. That has a lot to do with easier means of printing what you produce on your computer.

So the first thing that has to change is the mindset. I am not talking about some ideological shift, but rather a shift in operating procedures throughout the day.

For instance, there is no need to print out your emails for archiving when your hard drive or any number of online services can do it digitally. Don't send office memos when an online instant messenger can accomplish the same task faster and with no paper involved. Even faxes no longer need to be sent on paper with the advent of online fax services.

Most importantly in terms of altering your mindset is doing all your proof reading on your computer. Sometimes things do need to be printed out to be presented to someone or carried along for a meeting. But most people have the bad habit of doing their proof reading on printed copies... over and over again. Instead, proof read on your computer and only print the final draft.

Now that the mindset issue is out of the way, what do you need to effectively go paperless?

There are lots of gadgets and programs that can streamline your paperless office, but only two things are really needed: digital storage space and a good scanner.

Make sure you are using computers with large hard drives, or purchase some good, beefy external hard drives to save all your documents. You will be surprised how inexpensive they are in comparison to the huge quantities of office paper consumed each year.

For a scanner, the best idea is to get one with duplex functionality, a large feeder tray and a processing speed of at least 20 pages per minute (PPM). One of the ideas of going paperless is to reduce the manpower needed to process documents and information, and that won't happen if you are having to hand-feed pages into an inadequate scanner.

That's about it. Going paperless and really improving your work environment is really not a difficult task, but it does require a determination to get started and complete the task.

Going Paperless at Your Office

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Fujitsu SCANSNAP S1100 CLR 600DPI USB Mobile Scanner (PA03610-B005)

!±8± Fujitsu SCANSNAP S1100 CLR 600DPI USB Mobile Scanner (PA03610-B005)

Brand : Fujitsu | Rate : | Price : $181.00
Post Date : Oct 11, 2011 23:34:34 | Usually ships in 1-2 business days

The ScanSnap S1100 document scanner pushes the limits of size and weight for extreme mobility while delivering smooth full page document scanning. All you need is your laptop and one USB cable to scan and share your documents from just about anywhere, anytime.

• ScanSnap S1100 can scan thick postcards, greeting cards, and even plastic ID cards.
• ScanSnap S1100 can scan a letter size page in about 7.5 seconds
• The ScanSnap S1100 features automated image processing functions including Auto skew correction, Auto orientation, and Auto color detection.
• Scan your collection of business cards in CardMinder and it automatically extract the important information
• And export into your Outlook, Excel, Address Book (Mac)

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Paperless Office Best Practices - Define a Naming Convention Standard For Your Paperless Office

!±8± Paperless Office Best Practices - Define a Naming Convention Standard For Your Paperless Office

The Paperless Office concept is real. And with today's technology, it is more affordable and easier to accomplish for even a small home office. To successfully maintain your "paperless office", it is critical for you to establish a simple naming convention for all your electronic documents. When you follow a well-defined naming convention, it is easier to find your documents, and continually use and maintain your paperless office.

A naming convention is simply a well-structured standard that you define for your electronic documents. Keep it simple and logical, so that you and anyone else that accesses your documents can easily understand and follow your naming guidelines.

For example, a simple and logical naming convention for your home bills might be:

[date].[company].[type].pdf

Following this naming convention, your scanned "bill" statements may have the following file names:

2010_01_01.ComEd.bill.pdf 2010_01_15.Verizon.bill.pdf 2009_12_15.Verizon.contract.pdf

Immediately, just from looking at these file names, you can tell that these documents are your electric utility bills and cell phone bills. You also can instantly identify the dates for each bill statement. In the last example, you can quickly see that this is your "contract" agreement with your cell phone service.

This is just one simple example of a naming convention. When defining your own naming standards, consider a structure that will best support the way you think and organize your office.

And do not stress about getting your naming structure perfect in the beginning. The nice thing about a paperless office, having all your documents as electronic (soft-copy) files on your computer, is you can easily change your naming standards and tree folder structure in the future.

I strongly suggest to use "dates" in the first part of your file names, and format them as [YYYY_MM_DD]. Use the full [four-digit year], then the [two-digit month] and then the [two-digit day]. By following this specific format for dates in the front of all your filenames, you then have the flexibility to sort your files by "name", allowing you another way to quickly locate your documents within each folder chronologically.

As you continue to develop and maintain your paperless office, following your simple naming convention, along with a logical and well-defined "folder structure" will go a long way to keeping your electronic documents organized and efficient.

Paperless Office Best Practices - Define a Naming Convention Standard For Your Paperless Office

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