How to Reduce Paper Clutter by Scanning Documents
With the convenience of the modern PC, the filing cabinet is fast becoming an anachronism. Companies from around the world have steadily been switching to using electronic documents to save on paper costs, but also to cut the clutter. With the wide availability of document scanners, electronic storage of documents is easier than ever.
- Difficulty:
- Moderately Easy
Instructions
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Choose a good scanner for reducing paper clutter. You should look for a scanner that is known for its speed, because no one wants to spend hours scanning their important papers. Consider the number of documents you have now that need to be scanned, as well as documents you will scan in the future. Look for a scanner that meets a good mix of value and speed.
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Designate documents to be scanned. Scanning every document you have may not be necessary in pursuit of reducing paper clutter. Choose relevant documents that you may need to refer to later. Devise a priority order and plan to scan priority documents first.
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Scan your documents for storage. Open the scanning surface on the scanner and lay your document flat against it, image down. Close the scanner cover and press the scan button to activate the scanner. Wait for the scan to complete before opening the cover and scanning another document.
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Create a filing system to keep track of your documents. As important as reducing paper clutter is avoiding computer clutter, as no one wants to have to scour their computer for an important document they need. Classify your documents by month and year, as well as by categories like financial, personal, taxes, business and so on. Name your files clearly and descriptively for easy locating later.
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Get rid of your paper documents. Depending on the sensitivity of the information presented on your documents, you should employ different methods of disposal to meet the situation. Consider shredding financial, personal and other sensitive documents. Tear in half or simply recycle other less important documents.
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Tips & Warnings
Many computer printers come integrated with a scanner. If you're in need of both, consider killing two birds with one stone.
Always protect your computer with firewalls and other security measures to protect your scanned information.
