- Step 1: Back up existing files Back up your existing files by saving everything on your hard-drive to an external hard-drive.
- TIP: 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.
- TIP: 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.
- FACT: 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.
You Will Need
- A computer
- An external hard-drive
- A scanner
- Fax software
- Online storage (optional)
- CD-ROMs (optional)