How To Create a Paperless Office
- December 22, 2009
- 1,661 Views
from
Will Trebach
(and 3 others) Subscribe
- Writer Sarah Deschel
-
Music
Matt Wiggers
-
Voice Over Artist
Samia Mounts
Create an environmentally-friendly office that keeps your life and files organized and manageable.
You Will Need
- A computer
- An external hard-drive
- A scanner
- Fax software
- Online storage (optional)
- CD-ROMs (optional)
Step 1: Back up existing files
Back up your existing files by saving everything on your hard-drive to an external hard-drive.
If you don’t have an external hard drive, you can use online storage or CD-ROMs
Step 2: Create document folders
Create document folders with the same titles as those in your filing cabinet.
Step 3: Scan hard-copy documents into .doc or .pdf files
Scan existing hard-copy documents as .doc or .pdf files and place them in folders.
Scan only what you’ll need going forward. Many of your old files might never be used, and can be weeded out as new documents come in.
Step 4: Regularly scan new documents
Routinely scan new hard-copy documents that come to your office, and save them to your electronic filing system.
Step 5: Install fax software
Install fax software onto your computer. Generate faxes from your computer, and take incoming faxes electronically.
Step 6: Back up regularly
Back up your files regularly to an external hard drive, an online internet back-up, or CD-ROM. Initiate nightly automatic backups.
Did you know? A study has indicated that producing one metric ton of virgin paper in North America produces over four metric tons of carbon dioxide.
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Comments (4)
A CD-ROM is a type of disc that CANNNOT be edited. ROM stands for Read Only Memory, meaning you can look at the contents of a CD-ROM, but you change them or add to them. The correct term to use in this video would have been a CD-R, blank CD, or rewritable CD.
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