How To Create a Paperless Office

  • December 22, 2009
  • 1,661 Views
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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)
How To Create a Paperless Office: Back up existing files

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

How To Create a Paperless Office: Create document folders

Step 2: Create document folders

Create document folders with the same titles as those in your filing cabinet.

How To Create a Paperless Office: Scan hard-copy documents into .doc or .pdf files

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.

How To Create a Paperless Office: Regularly scan new documents

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.

How To Create a Paperless Office: Install fax software

Step 5: Install fax software

Install fax software onto your computer. Generate faxes from your computer, and take incoming faxes electronically.

How To Create a Paperless Office: Back up regularly

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)

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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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